What are the responsibilities and job description for the Office Assistant position at Gold Star Painting Inc.?
Job Summary
The office assistance provides administrative, accounting, and compliance support to ensure smooth daily operations. This role is responsible for managing office administration, accounts receivable and payable, safety documentation, and contractor compliance systems such as Avetta, while maintaining accurate financial records in QuickBooks Online.
Key Responsibilities
Administrative & Office Support
- Answer phones, manage emails, and coordinate general office communication
- Schedule meetings, maintain calendars, and organize files (digital and physical)
- Prepare correspondence, reports, and internal documents
- Support management and field staff with administrative needs
Accounting (QuickBooks Online)
- Maintain accurate records in QuickBooks Online
- Enter and track invoices, bills, and expenses
- Perform bank and credit card reconciliations
- Assist with monthly and year-end financial reporting
- Coordinate with external accountant or CPA as needed
Accounts Receivable (A/R)
- Prepare and send customer invoices
- Track outstanding receivables and follow up on past-due accounts
- Apply customer payments and maintain accurate A/R records
- Assist with lien waivers or billing documentation when required
Accounts Payable (A/P)
- Enter vendor bills and verify accuracy
- Schedule and process payments according to company terms
- Maintain vendor records and W-9 documentation
- Resolve billing discrepancies with vendors
Safety & Compliance
- Maintain safety documentation, manuals, and training records
- Track employee certifications, licenses, and safety training expirations
- Assist with onboarding documentation related to safety requirements
- Support compliance with company and client safety procedures
Avetta & Contractor Compliance
- Manage company profile and documentation within Avetta
- Upload and maintain required insurance, safety, and compliance documents
- Monitor compliance status and resolve deficiencies
- Communicate with clients regarding compliance requirements
Required Skills & Qualifications
- Experience with QuickBooks knowledge is Mandatory
- Working knowledge of Accounts Receivable and Accounts Payable
- Familiarity with Avetta or similar contractor compliance platforms
- Strong organizational and time-management skills
- Attention to detail and accuracy in financial and compliance records
- Proficiency with Microsoft Word, Excel, and email systems
- Strong written and verbal communication skills
Preferred Qualifications
- Previous experience in construction, industrial, or service industries
- Basic understanding of workplace safety procedures (OSHA or similar)
- Experience supporting management or field operations
- Ability to handle confidential information professionally
Work Environment
- Office-based position with regular interaction with management, field staff, vendors, and clients
- Occasional deadlines related to billing, compliance, or audits
Reporting Structure
- Reports directly to management / owner / office manager
Pay: $20.00 - $25.00 per hour
Benefits:
- 401(k)
- Dental insurance
- Flexible schedule
- Health insurance
- Paid time off
Work Location: In person
Salary : $20 - $25