Office Administrator/AR Assistant

Dispo Depot is searching for an Office Administrator/Accounts Receivable Assistant to perform administrative duties as well as assist with Accounts Receivable. This is a full-time, in-office position. 

Office Administrator duties and responsibilities include scheduling meetings and appointments, ordering office supplies, greeting visitors and providing general administrative support to our employees. Previous experience as a Front Office Administrator would be an advantage. A successful Office Administrator should also have experience with a variety of office software (email software, spreadsheets and databases). 
In addition, this role will require assisting with Accounts Receivable by making phone calls to clients who have past due balances, documenting conversations, entering new clients into our database, and providing support to the accounting team. 

Responsibilities 

• Serve as the point person for Office Administrator duties including:
  

• Schedule meetings and appointments 

• Order stationery, notary supplies and equipment 

• Build and place weekly Amazon Order 

• Inventory snacks, water, coffee, etc and maintain supplies 

• Maintain the office condition and arrange necessary repairs 

• Coordinate with IT department on all office equipment 

• Manage contracts and price negotiations with office vendors and service providers 

• Maintain employer related certifications 

• Manage office G&A budget, ensure accurate and timely reporting 

• General compliance - Insurance COI’s, Tax Forms, Vendor Packets, W-9’s 

Address employees’ requests regarding office management issues (e.g. stationery, Hardware and travel arrangements) 

• Liaise with facility management vendors, including cleaning, catering and security services 

• Assist with planning in-house or off-site activities, like parties, celebrations and conferences 

• Track employee birthdays and send online birthday cards 

• Answer phone calls and direct clients to appropriate person 

• Offer basic client support 

• Assist with accounts receivables by making phone calls to clients and tracking A/R activity  

• Assist with client onboarding by entering client information into CRM software 

Requirements and skills 

• Notary Certification (this can be obtained if not already a notary) 

• Proven experience as an Office Administrator, Front Office Administrator or Administrative Assistant 

• Knowledge of Office Administrator responsibilities, systems and procedures 

• Proficiency in MS Office (MS Excel and MS Outlook, in particular) 

• Hands-on experience with office machines (e.g. fax machines and printers) 

• Familiarity with email scheduling tools, like Email Scheduler and Boomerang 

• Excellent time management skills and ability to multi-task and prioritize work 

• Attention to detail and problem-solving skills 

• Excellent written and verbal communication skills 

• Strong organizational and planning skills in a fast-paced environment 

• High School Degree 

Salary : $18