Office Administrator

Established local water damage restoration company looking for an Office Administrator with data entry experience who is detail oriented and efficient. Office Administrator will play a crucial role in maintaining financial records and providing administrative support to ensure the smooth operation of the Finance and Administration department. This position requires exceptional multitasking abilities, strong communication skills, and a proactive attitude to ensure the success of our internal processes.

Data entry experience requires assisting accounting with basic expense tracking, document scanning, invoice entry, etc. Previous experience as an AR/AP Clerk or Administrative Assistant and knowledge of QuickBooks would be an advantage.

A successful candidate should have experience with a variety of office software (email tools, spreadsheets & accounting software) and be able to accurately handle administrative duties. Ultimately, the Office Assistant should be able to ensure the smooth running of the office and help to improve company procedures and day-to-day operation.

Responsibilities

General Administrative Tasks:

• Provide administrative support to various departments as needed, including filing, data entry, and document management.
• Manage and coordinate office supplies, equipment, and maintenance.
• Assist in preparing reports, presentations, and documentation.

Reception:

• Greet and welcome guests with a friendly demeanor as they approach the front desk.
• Handle incoming calls, emails, and correspondence, directing them to the appropriate contacts.

Accounts Receivable:

• Process and post customer payments accurately and in a timely manner.
• Resolve or communicate issues between CRM and financial system.
• Monitor and manage customer accounts to ensure timely collection of outstanding balances.
• Prepare and send out customer statements and invoices.
• Investigate and resolve billing discrepancies or disputes.
• Generate AR aging reports.

Accounts Payable:

• Process supplier invoices and ensure timely payment.
• Reconcile vendor statements and resolve discrepancies.
• Assist in preparing and processing payment runs.
• Maintain accurate and organized AP records.

Skills

• Proficient in MS Office Suite (Word, Excel, Outlook).
• Knowledge of accounting software (e.g., QuickBooks) is a plus.
• Strong organizational and time-management skills.
• Positive, Upbeat and Outgoing attitude.
• Excellent attention to detail and accuracy.
• Effective communication skills, both written and verbal.
• Ability to work independently and as part of a team.
• Strong problem-solving and analytical abilities.
• High School degree; additional qualification as an Administrative assistant or accounting experience will be a plus.

Job Type: Full-time

Pay: $18.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Ability to commute/relocate:

• Jacksonville, FL 32256: Reliably commute or planning to relocate before starting work (Required)

Education:

• High school or equivalent (Required)

Experience:

• Microsoft Office: 5 years (Required)
• Administrative experience: 5 years (Required)
• Quickbooks: 3 years (Preferred)

Work Location: In person

Salary : $18