Office Manager / Administrative & Bookkeeping Assistant

About the Role

Established Northshore company is seeking a highly organized, detail-oriented Administrative Assistant / Office Manager to join our team. This role is the operational backbone of our office — handling everything from accounts payable and receivable to payroll support, HR administration, and day-to-day office management. The ideal candidate is comfortable juggling financial detail work and administrative tasks, communicates clearly and professionally, and takes ownership of getting things done accurately and on time.

Responsibilities

Accounts Receivable

• Review invoices to verify charges and payment accuracy
• Process maintenance plan payments twice monthly
• Send monthly notices for past-due credit card and ACH payments
• Coordinate with financing companies and request funding upon job completion
• Confirm receipt and proper recording of all payments, including cash, checks, credit cards, and financing

Accounts Payable

• Review vendor invoices and assign expenses to the appropriate department
• Prepare weekly checks for approval and signature
• Reconcile company credit card transactions
• Monitor outstanding balances and payments

Payroll

• Review invoices and record completed jobs
• Process and review payroll reports according to established pay structures
• Calculate and record replacement-job commissions
• Submit payroll information for processing

Warranty Administration

• Confirm warranty parts are properly tagged and returned
• Reconcile warranty items affecting payroll
• Track warranty claims and reimbursements

Human Resources and Benefits

• Enroll eligible employees in company benefit plans
• Process employee withholding adjustments
• Distribute required benefit documents during renewal periods
• Coordinate technician uniform orders with Cintas

Office Administration

• Maintain organized digital and physical filing systems
• Monitor internal accounts and company expenses
• Track vehicle registrations and coordinate maintenance as needed
• Manage parish and state license renewals
• Monitor insurance policies and renewal deadlines
• Maintain adequate office supply inventory
• Handle correspondence through email and other communication platforms
• Provide administrative support to the owner as needed
• Protect the confidentiality of company and employee information

Qualifications

• Previous experience in office administration, office management, bookkeeping, or a related role
• Proficiency in QuickBooks, Microsoft Office, Google Workspace, and client communication platforms
• Experience with payroll processing
• Familiarity with ServiceTitan is preferred
• Strong organizational and time-management skills
• Ability to prioritize competing responsibilities in a fast-paced environment
• Professional phone etiquette and interpersonal skills
• Consistent attention to detail and accuracy

Benefits

• Company-sponsored and/or employer-paid health, vision, and dental insurance available after the introductory period
• 401(k)
• Guaranteed paid time off and vacation benefits after one year of employment

Pay: From $25.00 per hour

Benefits:

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

Work Location: In person

Salary : $25