What are the responsibilities and job description for the Office & Operations Coordinator position at Smartapp?
Location: West Warwick, RI
Type: Full-time
About the role
We’re looking for a reliable, detail-oriented multitasker to keep our office humming. In this hybrid role, you’ll handle basic accounting tasks (payments, invoices, expense tracking), serve as first-line HR support for employees, keep the office running smoothly (supplies, snacks, facilities), and support executives with travel and calendars.
What you’ll do
Accounting (approx. 40%)
- Enter and maintain vendor bills and customer invoices in Sage 50 (or similar, e.g., QuickBooks).
- Process payments (ACH/check), match POs/receipts, and track due dates.
- Reconcile statements; follow up on missing W-9s and vendor details.
- Prepare simple reports (A/P aging, A/R aging, monthly spend summaries) and assist with expense reimbursements.
HR Support (approx. 25%)
- Be the first point of contact for routine HR questions (time off, benefits enrollment windows, policies).
- Help with onboarding and offboarding checklists; maintain accurate employee files.
- Assist with payroll changes and benefits updates (in coordination with HR/PEO).
Office Management (approx. 20%)
- Own office supplies and snacks/water orders; manage mail/shipping.
- Liaise with property management and vendors to address facilities issues (badges, cleaning, repairs).
- Keep shared spaces tidy; coordinate on-site meetings and small events.
Executive Support (approx. 15%)
- Book travel (flights/hotels/cars) within policy; prepare itineraries.
- Coordinate calendars across time zones; schedule internal/external meetings.
- Assist with expense reports and light presentation prep as needed.
What you’ll bring
- 1–3 years in an office admin, HR assistant, accounting assistant, or operations role.
- Hands-on experience with Sage 50 or a similar accounting package.
- Strong Excel/Google Sheets skills; comfortable with Gmail/Outlook calendars and basic document tools.
- Clear, friendly communication and a service mindset; able to handle sensitive info confidentially.
- Highly organized, proactive, and dependable; comfortable switching contexts throughout the day.
Nice to have
- Experience with a PEO/HRIS (e.g., Rippling, ADP, Gusto, Paychex).
- Basic knowledge of AP/AR workflows and expense management tools (e.g., Expensify/Ramp/Brex).
- Event coordination or facilities/vendor management exposure.
Work setup & schedule
- Onsite presence required to support the office and facilities.
- Standard business hours, with occasional flexibility for early/late meetings or travel bookings.