What are the responsibilities and job description for the Administrative Specialist position at Castle Rock Microwave?
We are seeking a detail-oriented and experienced Administrative Specialist to manage financial transactions, support project execution, and handle critical administrative tasks. This role is essential to our financial operations, with a focus on reconciling accounts, processing transactions, and ensuring compliance. The ideal candidate will have strong bookkeeping skills, a solid understanding of project accounting, and experience with a variety of financial software.
Key Responsibilities
Financial & Accounting Management
- Process and post financial transactions, including invoices, cash receipts, and supplier bills, in our accounting software (QuickBooks Online).
- Maintain and reconcile General Ledger balances and accounts using GAAP accounting principles.
- Prepare and issue purchase orders and verify supplier bills against POs and project budgets.
- Manage the accounts payable and accounts receivable processes, ensuring timely collections and payments.
- Update weekly Open Order Reports for high-value customers.
- Tie out Smartsheet with QuickBooks Online and the Portal for purchase orders and invoices.
- Assist with project budgets, tracking expenses, and preparing monthly forecasts of costs and billing for customers and project managers.
- Ensure each Project Manager follows the projected expenses and billing or project budget for each month.
- Tie out the Open PO Report from QuickBooks Online monthly, closing completed purchase orders and updating lead times.
- Perform sales tax maintenance and prepare monthly worksheets.
- Calculate and report budget variances to management.
Administrative & Operational Support
- Assist with processing employee payroll, ensuring compliance with company policies, tax regulations, and labor laws.
- Perform general administrative tasks, including managing incoming calls and maintaining the electronic filing system (SharePoint).
- Assist with new employee onboarding and help update the employee handbook.
- Oversee vendor purchase orders and contracts, ensuring vendors are paid and relationships are maintained.
·Sales & Customer Support
- Act as a liaison between the sales team, finance, operations, and external vendors/partners.
- Enter and maintain client and project data in HubSpot.
- Review proposal budgets and create formal sales quotes for customers.
- Assist with incoming customer calls and sales representative emails.
- Communicate with customers to gather necessary information.
- Handle equipment-only accounts and provide quotes to customers independently.
- Participate in sales meetings and assist with Requests for Proposal (RFPs).
Qualifications & Skills
Required Skills & Experience
- Advanced knowledge of bookkeeping and Generally Accepted Accounting Principles (GAAP).
- Strong data management, organizational, and computing skills.
- Ability to work independently and manage multiple tasks effectively.
- Experience with QuickBooks Online, Smartsheet, and Microsoft Office.
- Excellent communication and interpersonal skills.
Preferred Skills
- Experience in project accounting, particularly within the construction or logistics industries.
- Familiarity with local, state, and federal financial reporting requirements.
- A proactive and problem-solving mindset with the ability to manage multiple priorities.
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Equal Opportunity Employer
The company is an equal opportunity employer and values diversity. All employment decisions are based on qualifications, merit, and business needs.