What are the responsibilities and job description for the Office Administrator position at Houston TechSys LLC?
Job Description
Job Title: Office Administrator (In-Person)
Location: Cypress, TX
Employment Type: Full-Time (Monday – Friday, 8:00 AM – 5:00 PM)
Position Overview
We are seeking a detail-oriented Office Administrator with a strong background in accounting to oversee financial operations and manage day-to-day office functions. In this role, accounting is the top priority, followed by dispatching and purchasing tasks. Proficiency in QuickBooks Online is essential. The ideal candidate will be highly organized, able to manage multiple priorities, and comfortable working closely with both internal teams and external clients.
Key Responsibilities
Houston TechSys is a growing managed service provider located in Cypress. Our team provides structured cabling, help desk, cloud services, phone systems, and managed services.
Houston TechSys is a growing managed service provider located in Cypress. Our team provides structured cabling, help desk, cloud services, phone systems, and managed services.
Job Title: Office Administrator (In-Person)
Location: Cypress, TX
Employment Type: Full-Time (Monday – Friday, 8:00 AM – 5:00 PM)
Position Overview
We are seeking a detail-oriented Office Administrator with a strong background in accounting to oversee financial operations and manage day-to-day office functions. In this role, accounting is the top priority, followed by dispatching and purchasing tasks. Proficiency in QuickBooks Online is essential. The ideal candidate will be highly organized, able to manage multiple priorities, and comfortable working closely with both internal teams and external clients.
Key Responsibilities
- Accounting & Financial Management (Primary Focus)
- Pay Bills: Process vendor invoices and ensure timely payments.
- Deposit Checks: Accurately record and deposit incoming checks.
- Monthly Invoicing: Generate and send out client invoices on a recurring basis.
- Collaboration with CPA: Provide necessary financial records and documentation to the CPA for tax preparation and financial reviews.
- Expense & Commission Checks: Prepare and distribute expense reimbursements and commission checks as needed.
- Payroll Administration: Oversee wage processing, ensuring accuracy and timeliness.
- Bookkeeping & Reconciliations: Record ledger entries, reconcile bank statements, and maintain financial records in QuickBooks Online.
- Dispatching & Coordination
- Serve as the first point of contact for incoming service requests via phone or email.
- Enter and manage helpdesk tickets to ensure prompt service delivery.
- Coordinate with technical staff or field teams for scheduling and resource allocation.
- Facilitate clear communication among customers, vendors, and internal teams.
- Purchasing & Inventory Management
- Source and order licenses, firewalls, switches, access points, phones, and cabling supplies based on operational needs.
- Manage vendor relationships, negotiate pricing, and maintain purchase orders and invoices.
- Track inventory levels to ensure timely reorders of essential supplies.
- Collaborate with the technical team to forecast upcoming product needs.
- General Office Administration
- Answer and direct phone calls, greet visitors, and respond to general inquiries.
- Maintain organized documentation and filing systems (both physical and digital).
- Assist with additional administrative tasks as needed to ensure efficient office operations.
- Education & Experience
- High school diploma or equivalent required; associate’s or bachelor’s degree in Accounting, Business Administration, or a related field preferred.
- 2 years of accounting/bookkeeping experience (including handling Accounts Receivable, Accounts Payable, and Payroll).
- Proven experience with QuickBooks Online is mandatory.
- Skills & Competencies
- Strong Accounting Knowledge: Invoicing, bill payment, deposits, reconciliations, and working with a CPA.
- QuickBooks Online Proficiency: Comfortable navigating the platform for all daily bookkeeping tasks.
- Dispatching/Helpdesk Coordination: Excellent organizational skills to manage tickets and schedules efficiently.
- Purchasing & Vendor Management: Experience procuring hardware/software and managing vendor relationships.
- Communication & Interpersonal Skills: Able to engage effectively with clients, vendors, and team members at all levels.
- Multitasking & Time Management: Capable of handling multiple responsibilities, prioritizing tasks, and meeting deadlines.
- Attention to Detail: Ensuring accuracy in financial records, dispatching information, and product orders.
- Personal Attributes
- Self-motivated, proactive problem solver.
- High level of integrity, especially when handling confidential financial data.
- Team-oriented but able to work independently with minimal supervision.
- Standard work schedule: Monday – Friday, 8:00 AM – 5:00 PM
- Competitive salary commensurate with experience.
- Health, dental, and vision insurance.
- Paid time off (PTO) and observed holidays.
- Opportunities for professional growth and development.
- A supportive and collaborative work environment.
Houston TechSys is a growing managed service provider located in Cypress. Our team provides structured cabling, help desk, cloud services, phone systems, and managed services.
Houston TechSys is a growing managed service provider located in Cypress. Our team provides structured cabling, help desk, cloud services, phone systems, and managed services.