The Office Administrator will coordinate office activities and operations while providing clerical and administrative support to management.

Duties/Responsibilities:

• Review and manage Accounts Payable and Receivables activities
• Schedule and maintain a calendar of events for both customers and employees (tradeshows, appreciation events, etc.)
• Work with Safety Manager to ensure all safety related paperwork and OSHA logs are maintained and up to date; correct and update as needed
• Maintain fleet activities including maintenance, inspections, registrations of company vehicles and driver’s license verifications; correct and update as needed
• Provide onsite support to Human Resources related activities to include posting open positions, creating offer letters, performing employee onboarding, assisting with benefits enrollment, and updating employee records to include time and attendance
• Oversee all activities related to both the interior and exterior of the facility to include scheduling regular and as-needed maintenance, office supplies and janitorial services
• Prepares, posts, verifies, and records customer invoicing, billing, and payments and transactions related to accounts ongoing and closed projects.
• Creates invoices according to company practices; submits invoices to customers.
• Maintains and updates customer files, including name or address changes, mergers, or mailing attentions.
• Drafts correspondence for standard past-due accounts and collections, identifies delinquent accounts by reviewing files, and contacts delinquent accountholders to request payment.
• Issues job-related purchase orders.
• Updates CRM as needed.
• Creates reports regarding the current status of customer accounts as requested.
• Researches customer discrepancies and past-due amounts with the assistance of the Collections Manager and other staff.
• Collaborates with the Branch Administrator to reconcile accounts receivable on a periodic (at least bimonthly) basis.
• Assists in generating monthly billing statements based on the general ledger.
• Copies, files, and retrieves materials for accounts receivable as needed.
• Relays changes of information to appropriate employees.
• Performs other related duties as assigned.

Required Skills/Abilities:

• Excellent verbal and written communication skills.
• Proficient in Microsoft Office Suite or related software as well as other accounting software programs.
• Ability to operate related office equipment, such as computers and copier.
• Ability to work independently and in a fast-paced environment.
• Ability to anticipate work needs and interact professionally with customers.
• Excellent organizational skills and attention to detail.

Education and Experience:

• High school diploma or equivalent required; Associate’s or bachelor’s degree in Accounting preferred.
• At least two years of related experience required.

Physical Requirements:

Prolonged periods of sitting at a desk and working on a computer.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.