Office Administrative Assistant

We are seeking a highly organized and detail-oriented individual to join our team as an Office Admin. The ideal candidate will play a key role in ensuring the smooth operation of our office by providing efficient administrative support to various departments. This position requires excellent organizational skills, strong communication abilities, and the ability to multitask effectively.

Responsibilities:

• Provide general administrative support to ensure the efficient operation of the office. This includes managing phone calls, emails, and correspondence.
• Coordinate and schedule meetings, appointments, and conference calls for team members. Manage calendars to ensure optimal time utilization.
• Maintain accurate and organized records of office activities, expenses, and other relevant documentation. Ensure confidentiality and security of sensitive information.
• Maintain accounts receivable processes in QuickBooks Online, including issuing invoices, tracking payments, and following up on outstanding balances including collections. Collaborate with the finance department to ensure accuracy and timeliness.
• Greet and assist visitors, clients, and guests. Ensure a positive and professional experience for all individuals entering the office.
• Act as a liaison between various departments, conveying information accurately and promptly. Assist in drafting and proofreading communications.
• Demonstrate the ability to identify and resolve challenges that may arise in daily operations. Proactively address issues and contribute to continuous improvement.
• Effectively de-escalate customer issues by listening attentively, understanding concerns, and providing timely and satisfactory solutions. Collaborate with relevant departments to address customer needs.
• Input and maintain data in databases and spreadsheets. Ensure accuracy and completeness of information.
• Perform ad-hoc tasks and projects as needed, including those delegated by management. Demonstrate flexibility and the ability to handle unforeseen responsibilities effectively.

Qualifications:

• High school diploma or equivalent; additional education or certification in office administration is a plus.
• Proven experience as an administrative assistant or in a similar role.
• Familiarity with financial operations and processes including QuickBooks Online.
• Proven problem-solving skills and ability to handle challenges effectively.
• Excellent communication and interpersonal skills.
• Strong organizational and multitasking abilities.
• Detail-oriented and able to work independently.
• Ability to handle sensitive information with confidentiality.

Job Type: Full-time

Pay: Up to $14.00 per hour

Expected hours: 40 per week

Benefits:

• Health insurance
• Paid time off

Schedule:

• Monday to Friday
• No weekends

Experience:

• Office Admin: 2 years (Required)
• ServiceTitan: 1 year (Preferred)

Work Location: In person

Salary : $14