Administrative Assistant – Finance & Ops Team

Job Summary :   We are seeking a detail-oriented and organized Administrative Support professional to assist our leadership team. The ideal candidate will be responsible for managing various tasks related to accounts payable (AP), accounts receivable (AR), vendor support, and providing administrative support to the Director of Accounting / HR and Director of Operations. This role requires excellent communication skills, attention to detail, and the ability to prioritize tasks in a fast-paced environment. Key Responsibilities : Accounts Payable (AP) : Log and track AP transactions; provide AP payment reporting. Accounts Receivable (AR) : Create AR invoices, track payments, and follow up on overdue accounts. Work with teams on preparing invoices and submitting them to clients. Vendor Calculations : Assist with calculations and reconciliations related to vendor accounts and / or commissions. Support to Director of Accounting / HR and Director of Operations : Provide administrative assistance in daily operations, including document preparation, filing, and organizing reports. Account Reconciliation : Review and categorize credit card charges. Project Registration : Adding all new projects into QuickBooks. Keep project status current.  Time and Expense : Reconcile employee expense and provide timesheet tracking to leadership team. Operations : Assist with general operations as needed, ensuring smooth workflow across departments. Qualifications : Strong organizational and time management skills. Excellent attention to detail. Ability to handle confidential information with discretion. Proficient in Microsoft Office Suite (Excel, Word, Outlook) & QuickBooks Online Previous experience in administrative support is a plus. Skills & Abilities : Strong written and verbal communication skills. Ability to work well both independently and as part of a team. Basic understanding of bookkeeping principles is required. Ability to analyze issues and develop effective solutions. The job is based in the office and is not available for remote work. Powered by JazzHR