Office Administrator

Office Administrator

Location: In-Person (Decatur, AL)

Type: Full Time

Pay: Negotiated

We are a fast-growing company seeking a highly organized and proactive Office Administrator to manage critical operational and financial processes. This role ensures smooth day-to-day operations, accurate financial records, and exceptional customer and vendor experiences.

Key Responsibilities

• Create, send, and track invoices to maintain accuracy and timeliness.
• Manage full-cycle Accounts Receivable (AR): follow up on payments, maintain clean aging reports, and resolve disputes promptly.
• Manage full-cycle Accounts Payable (AP): process invoices, schedule payments, and maintain positive vendor relationships.
• Answer incoming calls professionally and ensure a positive experience for every caller.
• Respond to all general inquiries (email, phone, chat) within the same business day.
• Accurately set up new customers and vendors in QuickBooks Online.
• Process payroll accurately and on schedule for every pay period.
• Oversee company insurance, including renewals, certificates, claims, and updates.
• Track and pay recurring expenses proactively to avoid disruptions.
• Assist with procurement of office supplies, equipment, and services within budget.
• Perform monthly reconciliations for bank accounts, credit cards, and credit lines.
• Monitor bank accounts and credit lines daily, managing transfers and deposits as needed.
• Collect and categorize receipts to maintain audit-ready financial records.
• Lead employee onboarding, including paperwork, IT setup, benefits enrollment, and a seamless first-day experience.
• Stay relatively informed on customer orders, open items, software systems, and internal processes.
• Proactively communicate with customers regarding order status and any delays.
• Prioritize customer satisfaction: address concerns creatively, find solutions, and turn challenges into positive outcomes.

Qualifications

• Must be willing to go on customer sites in the initial phase to gain a deep understanding of what we do. (We believe this is imperative to excellence in all positions)
• Strong foundation in office administration and bookkeeping.
• Positive, can-do attitude with a willingness to learn and adapt.
• Coachable and open to feedback.
• Comfortable thriving in a dynamic, growth-oriented environment.
• Able to operate independently with minimal oversight after the initial learning phase.
• Exceptional attention to detail with a proven ability to spot and correct errors quickly.
• Calm and professional under pressure.
• Excellent communication skills that build trust with customers and colleagues.
• Demonstrated ability to manage multiple priorities efficiently and accurately.
• Service industry experience is a plus.

Why This Role Matters

You will directly impact revenue through accurate invoicing, ensure operational continuity by managing expenses, and drive growth through outstanding customer service. This is a pivotal position that keeps the business running smoothly and positions us for continued success.

To Apply

Submit a brief introduction and resume to jobs@copperheadlabs.com