Office Administrator/Accounting Clerk

Instrumental Group is looking for an Office Administrator to join our team!

As an Office Administrator you will be expected to work in office to ensure the smooth operation of our financial and administrative processes. Maintaining an organized and stocked office environment as well as assisting the CFO with various financial tasks including invoicing, accounts receivable, and accounts payable duties. 

This can be a hybrid role after the training period. Mondays, Wednesdays, and Fridays as office days and Tuesdays and Thursdays as optional remote work days.

In this role, your responsibilities will be:

• Office Administration
  • Manage Office Vendor Relationships
  • Manage and maintain Agency equipment including furniture and technology
  • Process incoming and outgoing mail
  • Manage office supply inventory
  • Water plants and stock fridge
  • Manage all incoming calls to the office line
  • Manage office travel-booking flights, rental cars, and lodging as appropriate or needed
  • Coordinate office events (lunches, happy hours, in-person training, etc.)
• Invoicing
  • Create accurate invoices in a timely manner
  • Manage automated invoice process to ensure contract alignment and accuracy
  • Effectively manage the varying AP requirements of clients
  • Insure accuracy of accounting contacts and processes
  • Manage invoice related correspondence
  • Manage Purchase Order Process
• Accounts Receivable 
  • Track & manage the status of all outstanding invoices
  • Perform client collection outreach
  • Process client payments
  • Process weekly deposit
  • Records management, audit, and reconciliations
• Accounts Payable
  • Credit card reconciliation
  • Bank reconciliation
  • Pay outstanding invoices via check, ACH, or wire transfer
  • Process employee expense reimbursements
  • Manage payment inquiries from vendors
  • Records management, audit, and reconciliations

We are looking for people who have:

• ​​​​​Excellent written and verbal communication skills
• Excellent organizational skills
• Experience with Google Suite
• Experience with QuickBooks
• Business professionalism
• Ability to maintain confidentiality
• Integrity
• Great attention to detail
• Ability to think analytically
• Ability to multitask

Qualifications & Work Experience:

• High School Diploma
• General Office Experience
• Proven success in office administration
• Experience in managing budgets, expenses, and reconciliations

Preferred Skills & Work Experience:

• Bachelor's or associates's degree (or equivalent)
• Experience with Quickbooks
• Experience with HubSpot
• Experience developing internal processes

We look forward to reviewing your application!

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