Job Title: Office Assistant - Accounts & Administrative Coordinator (Multi-Company)

Job Summary: We are seeking versatile and detail-oriented Office Assistants to manage administrative tasks across multiple companies, encompassing accounts payable, accounts receivable, insurance policies, and other administrative duties. Experience with project tracking and entry-level financial tracking is a plus. The ideal candidate will demonstrate exceptional organizational skills, meticulous attention to detail, and the ability to thrive in a dynamic, multi-entity environment.

Responsibilities:

• Accounts Payable:
• Process invoices, expense reports, and financial transactions for multiple companies.
• Ensure accurate and timely payment of bills and invoices across all entities.
• Reconcile vendor statements and address discrepancies as needed.
• Maintain meticulous records of payments and transactions for each company.
• Accounts Receivable:
• Generate and distribute invoices to clients across various entities.
• Monitor accounts receivable and facilitate timely collection of payments for all companies.
• Follow up on outstanding balances and resolve payment discrepancies efficiently.
• Maintain comprehensive records of accounts receivable activities for each entity.
• Insurance Policies:
• Manage insurance policies for multiple companies, including health, property, and liability coverage.
• Keep thorough records of insurance policies, premiums, and coverage details.
• Liaise with insurance providers to process claims and ensure comprehensive coverage for all entities.
• General Administrative Support:
• Provide administrative assistance to multiple offices, including answering phones, managing correspondence, and scheduling appointments.
• Oversee employee documentation across multiple companies, including onboarding paperwork, contracts, and benefits enrollment forms.
• Assist in organizing meetings, preparing materials, and coordinating logistics across entities.
• Collaborate with team members to maintain efficient office operations for each company.
• Financial Management:
• Manage accounts payable functions, including processing invoices, verifying expenses, and ensuring timely payments to vendors.
• Handle accounts receivable tasks, such as generating invoices, tracking payments, and following up on overdue balances.
• Assist in payroll processing, including verifying timesheets, calculating wages, and ensuring accurate payroll distribution.
• Maintain records of financial transactions and reconcile discrepancies as needed.
• Oversee insurance policies, ensuring coverage meets company needs and premiums are paid on time.
• Project and Financial Tracking:
• Assist in tracking project progress, including timelines, budgets, and resource allocation.
• Enter data into project tracking systems and financial spreadsheets accurately and efficiently.
• Provide support in analyzing financial data and generating reports to support decision-making.
• Collaborate with team members to ensure accurate and up-to-date financial tracking for projects and initiatives.

Qualifications:

• Previous experience in an administrative role, preferably in a multi-entity environment or with diverse clients.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and accounting software.
• Exceptional organizational and multitasking abilities, with a keen eye for detail.
• Strong communication skills and the ability to interact professionally with diverse stakeholders.
• Prior knowledge of accounting principles and familiarity with insurance policies is advantageous.
• Ability to prioritize tasks effectively and meet deadlines across multiple companies.
• High degree of discretion and integrity when handling confidential information.

Education:

• High school diploma or equivalent required.
• Additional education or certification in accounting, finance, or related field preferred.

Job Type: Full-time

Pay: $18.00 - $23.00 per hour

Benefits:

• Health insurance

Schedule:

• 8 hour shift
• Monday to Friday

Experience:

• Administrative: 1 year (Preferred)

Ability to Commute:

• Hanford, CA 93230 (Required)

Work Location: In person