Office Administration/Accounts Payable Professional

Pay: $20.00 - $25.00 per hour

Job description:

Job Summary

We are seeking a dynamic and detail-oriented Office Administration/Accounts Payable Professional to join our team. In this vital role, you will manage a broad range of administrative and financial functions, ensuring smooth daily operations and accurate data and paperwork processing. Your expertise will help uphold compliance standards, streamline workflows, and support the organization’s efficiency. This position offers an exciting opportunity to contribute to a vibrant team dedicated to excellence and efficiency.

Key Responsibilities

Responsibility Description

Overseeing Daily Operations Manage the daily activities to ensure the office runs smoothly.

Managing Correspondence Handle incoming and outgoing communications, including emails and phone calls.

Coordinating Meetings Schedule and organize meetings, ensuring all necessary participants are informed.

Maintaining Office Supplies Keep track of inventory and order supplies as needed to support office functions.

Managing Records and Databases Organize and update personnel and financial records to ensure accuracy and compliance.

Additional Duties

Greeting Visitors: Welcome clients and guests, directing them to the appropriate areas.

Clerical Tasks: Perform data entry, filing, and other administrative tasks to support staff.

Budgeting Support: Assist in managing budgets and bookkeeping procedures.

Facility Management: Ensure the physical workspace is well-maintained and organized.

Accounts payable work responsibilities include processing invoices, making payments to vendors, and maintaining accurate financial records. Additionally, they are responsible for resolving discrepancies and ensuring compliance with company policies and regulations.

Overview of Accounts Payable Responsibilities

Accounts payable (AP) professionals play a crucial role in managing a company's financial obligations. Their primary responsibilities include:

Key Responsibilities

Processing Invoices: Review and enter invoices into the accounting system, ensuring accuracy and compliance with company policies.

Making Payments: Execute timely payments to vendors using various methods.

Maintaining Financial Records: Keep precise records of all transactions, including payments made and outstanding invoices.

Resolving Discrepancies: Investigate and resolve any discrepancies related to invoices or payments, ensuring that all issues are addressed promptly.

Ensuring Compliance: Adhere to company policies and regulatory requirements, including tax regulations and internal controls.

Additional Duties

Vendor Management: Establish and maintain strong relationships with vendors, negotiating payment terms and resolving disputes.

Reporting and Analysis: Prepare reports on accounts payable metrics, such as aging reports and cash flow projections, to monitor financial health.

Process Improvement: Identify opportunities for automation and efficiency improvements within the accounts payable workflow.

Collaboration: Work closely with other departments, such as procurement and finance, to streamline processes and enhance overall efficiency.

Skills Required

Attention to Detail: Essential for accurate data entry and preventing errors in financial records.

Analytical Skills: Necessary for understanding financial data and making informed decisions.

Communication Skills: Important for interacting with vendors and internal stakeholders regarding invoices and payments.

Personal Skills: Interaction with customers via phone and in-person. Can do attitude with a proactive problem solver mindset that takes initiative.

Time Management: Critical for ensuring timely processing of payments and approvals.

These responsibilities ensure that the accounts payable function operates smoothly, contributing to the overall financial health of the organization.

Benefits:

401(k)

Dental insurance

Health insurance

Paid time off

Vision insurance

Work Location: In person