Administrative Assistant/Receptionist

Overview

We are seeking a professional, organized, dependable, and detail-oriented Administrative Assistant/Receptionist to provide front-office and administrative support to our organization. This position serves as a first point of contact for visitors and callers while supporting management and staff with administrative tasks, document organization, accounting support, HR/payroll support, and day-to-day office operations.

The ideal candidate is dependable, professional, comfortable working in a fast-paced environment, able to manage multiple priorities, and willing to learn company procedures and software systems.

Reception & Front Office

• Answer and direct incoming phone calls and take accurate messages.
• Greet visitors and provide professional front-office assistance.
• Receive and distribute mail, packages, correspondence, and deliveries.
• Maintain an organized and professional reception and common office area.
• Monitor and assist with ordering office supplies.
• Assist with general office organization and administrative needs.

Administrative Support

• Prepare, scan, copy, print, organize, and distribute documents.
• Maintain electronic and physical filing systems.
• Perform data entry and update spreadsheets, databases, and company systems.
• Assist with routine correspondence, forms, reports, and administrative documentation.
• Assist with scheduling meetings, appointments, and calendars.
• Prepare meeting materials and supporting documentation.
• Maintain contact lists and other administrative records.
• Complete routine administrative assignments and special projects as directed.

Accounting & QuickBooks Support

• Use QuickBooks Desktop to enter, review, and maintain routine financial and administrative information.
• Assist with organizing invoices, receipts, purchase documentation, and supporting records.
• Assist with maintaining accurate administrative and financial records.
• Provide documentation and information to management and accounting personnel as requested.
• Maintain organized electronic and physical accounting documentation.
• Previous hands-on experience with QuickBooks Desktop is required.
• Experience with QuickBooks Enterprise is preferred.

HR & Payroll Support

• Assist with maintaining organized employee personnel and payroll records.
• Assist with new-hire paperwork, employee forms, and onboarding documentation.
• Collect and organize timesheets, time records, and other payroll-related information.
• Assist with reviewing payroll documentation for completeness before processing.
• Assist with entering or maintaining payroll-related information in company systems as directed.
• Maintain records related to employee benefits, insurance, payroll forms, and other employment documentation.
• Assist with distributing and collecting employee forms, notices, policies, and acknowledgments.
• Track administrative items such as employee documentation, required forms, and renewal or enrollment deadlines.
• Assist management and accounting personnel with payroll reports and supporting documentation.
• Maintain strict confidentiality of employee, payroll, compensation, benefits, and personnel information.
• Escalate payroll discrepancies, employee concerns, or HR-related questions to the Director of Business Operations & Project Management or appropriate management personnel.
• Provide administrative HR and payroll support as assigned while following established company procedures.

Document & Information Management

• Organize and maintain electronic company files.
• Upload, download, rename, organize, and distribute documents.
• Follow established file naming and folder organization procedures.
• Collect and organize information requested by management.
• Maintain confidentiality of company, employee, client, financial, and project information.

Meeting & Follow-Up Support

• Assist with meeting logistics and preparation of materials.
• Maintain meeting records and supporting documentation when requested.
• Track routine administrative follow-up items and documentation.
• Assist management with reminders and administrative deadlines.

General Business Support

• Assist with administrative needs involving multiple related company entities.
• Maintain appropriate separation of documents, records, correspondence, and transactions between companies.
• Assist with gathering and organizing information for business opportunities, proposals, submissions, and company records.
• Perform other administrative duties and special projects as assigned by the Director of Business Operations & Project Management.

Required Qualifications

• Associate degree in Business Administration, Office Administration, Communications, Accounting, Human Resources, or a related field preferred, but not required.
• Three or more years of relevant administrative, receptionist, office, accounting support, payroll support, customer service, or equivalent professional experience may be considered in lieu of an Associate degree.
• Hands-on experience with QuickBooks Desktop is required.
• Strong organizational and time-management skills.
• Strong written and verbal communication skills.
• Professional demeanor and customer-service skills.
• Strong attention to detail and accuracy.
• Ability to prioritize and manage multiple assignments.
• Ability to follow instructions and established procedures.
• Ability to maintain confidentiality when handling employee, payroll, financial, client, and company information.
• Dependable and punctual.
• Ability to work independently while following management direction.
• Comfortable learning and using new software and office systems.

Preferred Skills

• QuickBooks Desktop / QuickBooks Enterprise
• Payroll and employee-record administration
• New-hire and onboarding documentation
• Google Workspace, including Gmail, Drive, Docs, and Sheets
• Microsoft Word and Excel
• Electronic document management
• Typing and data entry
• Spreadsheet organization and recordkeeping
• Professional phone, email, and in-person communication
• Experience supporting multiple companies, departments, or business entities

Ideal Candidate

The ideal candidate takes pride in keeping an office organized and running efficiently. They are dependable, professional, detail-oriented, willing to learn, and comfortable asking questions when clarification is needed.

This position is well suited for someone who enjoys a structured administrative support role and wants to develop additional experience in business operations, accounting support, HR/payroll administration, document management, and organizational processes.

Pay: From $12.00 per hour

Expected hours: 40.0 per week

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Experience:

• QuickBooks: 3 years (Required)

Language:

• English & Spanish fluently (read, write & speak) (Required)

Work Location: In person

Salary : $12