Administrative Assistant

Position Summary

The Administrative Assistant is responsible for providing front-office support, handling general customer communication, maintaining accurate records, assisting with office organization, and supporting the finance/accounting team with clerical and administrative tasks. This role requires strong attention to detail, professionalism, confidentiality, and the ability to manage routine office responsibilities accurately and efficiently.

Key Responsibilities

• Answer incoming phone calls and direct calls to the appropriate person or department.
• Greet customers, vendors, delivery drivers, and visitors in a professional manner.
• Take accurate messages and route them promptly to the correct team member.
• Respond to general emails, voicemails, and customer inquiries as directed.
• Collect and update basic customer contact information when needed.
• Scan, upload, print, copy, organize, and file documents.
• Maintain accurate paper and digital filing systems.
• Assist with data entry, spreadsheets, forms, reports, and general administrative projects.
• Support the finance/accounting team with clerical tasks as needed.
• Assist with invoice organization, payment records, receipts, vendor documents, and related paperwork.
• Help match, organize, or file invoices, statements, packing slips, purchase orders, and other accounting-related documents.
• Assist with preparing documents for review by management or the finance/accounting team.
• Receive mail, packages, and deliveries; route them to the proper person or department.
• Order, organize, and maintain office supplies.
• Keep the front office, customer waiting area, and common office spaces clean and organized.
• Maintain confidentiality of customer, employee, financial, and company information.
• Follow company procedures for documentation, communication, recordkeeping, and office administration.
• Escalate customer complaints, billing issues, urgent matters, or unusual requests to management.

Qualifications

• Prior administrative, receptionist, customer service, office, or clerical experience preferred.
• Experience supporting finance, accounting, bookkeeping, or billing functions is a plus.
• Strong phone, email, and in-person communication skills.
• Organized, detail-oriented, and able to manage multiple tasks accurately.
• Comfortable using computers, email, office software, spreadsheets, scanners, printers, and filing systems.
• Able to learn company software, document systems, and internal procedures.
• Basic math skills and comfort working with invoices, receipts, and payment-related documents.
• Professional attitude and ability to work well with customers, vendors, employees, and management.
• Dependable, punctual, and able to handle confidential information appropriately.

Desired Traits

• Strong attention to detail.
• Good follow-through.
• Professional and courteous communication style.
• Ability to stay organized during busy periods.
• Willingness to assist where needed.
• Discretion with financial, employee, customer, and company information.
• Team-oriented mindset.

Work Environment

This position is based in a marine repair office and involves regular interaction with customers, employees, vendors, delivery drivers, and management. The role requires regular computer use, phone communication, filing, document handling, and general office support.

Schedule

Full-time or part-time schedule to be determined by company needs.

Job Type: Full-time

Pay: $18.00 - $22.00 per hour

Benefits:

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

Work Location: In person

Salary : $18 - $22