What are the responsibilities and job description for the Office Administrator & Bookkeeper position at Apex Staffing, Inc.?
The Office Administrator & Bookkeeper will be responsible for day-to-day administrative, accounting, human resources, and customer service functions in a small business environment. This role works closely with the local General Manager to ensure accurate financial records, responsive customer communication, and smooth office operations. This position is offered as a Direct Hire position at $24.00 per hour with benefits.
Essential Functions and Responsibilities of the Job:
Customer Service & Scheduling
- Customer Service: Answer inbound phone calls and emails from customers. Coordinate with General Manager to
schedule service calls. Handle client interactions promptly with professionalism and respect.
Bookkeeping
- Bookkeeping Entries: Promptly enter all revenue, expenses, receivables, payables, etc. into QuickBooks.
- Accounts Receivable: Process and deposit payments. Monitor and manage outstanding accounts receivable.
- Accounts Payable: Pay bills by their due date and monitor cash levels.
- Reporting: With the help of the corporate office, prepare month-end financial statements and reports.
Payroll & HR Admin
- Timekeeping: In collaboration with the General Manager, monitor work hours, overtime, PTO tracking.
- Payroll: Process payroll and address issues that arise, with support from corporate office.
- Employee Records. Keep personnel files including onboarding, direct deposit, discipline history, etc.
- Onboarding: Handle employee onboarding: I-9 forms, benefits, direct deposit, etc.
- Enrollments: Handle benefit enrollment and deletion according to the plan documents.
Records and Insurance
- Recordkeeping: Maintain organized and thorough records of all invoices, receipts, revenues, timecards, payroll,
government documents, and anything else important to the operation of the business.
- Insurance: Maintain any records required by our insurance carriers. Report claims to insurance carriers.
- Tax Papers: Prepare tax workpapers as requested and assist CPA in his preparation of the annual tax return.
Qualifications Guidelines:
To perform the job of an Office Administrator & Bookkeeper successfully, an individual must be able to perform each of the above-listed responsibilities satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required.
Must quickly gain proficiency in Quickbooks, Service Titan, and any other software needed for operation of the business.
Education/Experience: High school diploma or G.E.D. is required. Prior experience in bookkeeping and customer service is required as well.
Driver’s License and Access to Vehicle: The Office Administrator & Bookkeeper will need a valid driver’s license and access at the necessary times to a motor vehicle for transportation.
Essential Functions and Responsibilities of the Job:
Customer Service & Scheduling
- Customer Service: Answer inbound phone calls and emails from customers. Coordinate with General Manager to
schedule service calls. Handle client interactions promptly with professionalism and respect.
Bookkeeping
- Bookkeeping Entries: Promptly enter all revenue, expenses, receivables, payables, etc. into QuickBooks.
- Accounts Receivable: Process and deposit payments. Monitor and manage outstanding accounts receivable.
- Accounts Payable: Pay bills by their due date and monitor cash levels.
- Reporting: With the help of the corporate office, prepare month-end financial statements and reports.
Payroll & HR Admin
- Timekeeping: In collaboration with the General Manager, monitor work hours, overtime, PTO tracking.
- Payroll: Process payroll and address issues that arise, with support from corporate office.
- Employee Records. Keep personnel files including onboarding, direct deposit, discipline history, etc.
- Onboarding: Handle employee onboarding: I-9 forms, benefits, direct deposit, etc.
- Enrollments: Handle benefit enrollment and deletion according to the plan documents.
Records and Insurance
- Recordkeeping: Maintain organized and thorough records of all invoices, receipts, revenues, timecards, payroll,
government documents, and anything else important to the operation of the business.
- Insurance: Maintain any records required by our insurance carriers. Report claims to insurance carriers.
- Tax Papers: Prepare tax workpapers as requested and assist CPA in his preparation of the annual tax return.
Qualifications Guidelines:
To perform the job of an Office Administrator & Bookkeeper successfully, an individual must be able to perform each of the above-listed responsibilities satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required.
Must quickly gain proficiency in Quickbooks, Service Titan, and any other software needed for operation of the business.
Education/Experience: High school diploma or G.E.D. is required. Prior experience in bookkeeping and customer service is required as well.
Driver’s License and Access to Vehicle: The Office Administrator & Bookkeeper will need a valid driver’s license and access at the necessary times to a motor vehicle for transportation.
Salary : $24