Administrative / Office Assistant

The Administrative Assistant provides administrative support to ensure efficient office operations while managing accounts payable functions accurately and timely. This role is responsible for handling clerical tasks, vendor communications, invoice processing, and maintaining financial records.

Key Responsibilities

Administrative Support

• Provide general administrative support to management and staff
• Answer and direct phone calls, emails, and correspondence
• Maintain office filing systems and records
• Assist with preparation of reports, presentations, and documents
• Perform 'accounts payable' responsibilities
• Support the HR department with miscellaneous responsibilities

Accounts Payable

• Receive, review, and process vendor invoices for payment
• Match purchase orders, invoices, and receiving documentation
• Enter invoices into accounting system accurately and timely
• Prepare and process check runs / electronic payments
• Reconcile vendor statements and resolve discrepancies
• Maintain accounts payable records and vendor files
• Communicate with vendors regarding payment status and account issues
• Assist with month-end closing and financial reporting support
• Ensure compliance with company policies and accounting procedures

Qualifications

• High school diploma or equivalent required; Associate’s or Bachelor’s degree preferred
• 2 years of administrative and/or accounts payable experience preferred
• Proficiency in Microsoft Office Suite, especially Excel
• Strong organizational and time management skills
• Excellent attention to detail and accuracy
• Strong written and verbal communication skills
• Ability to handle confidential information professionally

Preferred Skills

• Knowledge of bookkeeping/accounting principles
• Ability to prioritize multiple tasks in a fast-paced environment
• Problem-solving and analytical skills
• Customer service mindset when interacting with vendors and staff