We are seeking a detail-oriented and highly organized Administrative Assistant / Bookkeeper to join our team. The ideal candidate will provide exceptional administrative support and management of the payables to ensure the smooth and efficient operation of our office. This role involves a variety of tasks, including managing calendar and special projects for the CEO, handling incoming calls and emails, coordinating meetings, and assisting with general office duties. The position will also be handling several bookkeeping tasks which include payables and reviewing expenses for cost controls. The Administrative Assistant will play a key role in maintaining a positive and productive work environment.

 

 

Communication Handling:
• Answer and direct phone calls in a professional and courteous manner.
• Respond to emails and inquiries promptly.
• Draft and edit business correspondence, reports, and other documents.

 

Administrative Support:
• Schedule and coordinate meetings, appointments, and travel arrangements.
• Prepare meeting agendas and assist in the creation of presentations.
• Collaborate with other team members to complete projects and tasks.
• Handle confidential information with discretion.

 

Accounts Payable:
• Review and post vendor invoices and expenses in Quickbooks
• Assist in Month end closing, including general ledger reconciliation
• Manage Vendor Contracts & Audit for expense compliance
• Manage Contract Files and follow up to ensure signatures received
• Correlate and mail out vendor payables/checks
• Audit Employee Expenses (including matching of receipts to expense reports), and in accordance with company policies

Maintain Vendor files, vendor profiles, collect W-9’s, assist with 1099 issuance and mailing; maintain filing system

 

Data Entry and Record-Keeping:
• Input and maintain accurate data in various databases and systems.
• Organize and maintain electronic and hard-copy files.

 

 

Education: High school diploma or equivalent; additional education or certification in office administration is a plus.

 

Experience:
• Proven experience as an administrative assistant or in a related role.
• Proficiency in MS Office Suite (Word, Excel, Outlook) and other office management software.
• 2 years accounting / bookkeeping experience.

 

Skills:
• Strong organizational and time management skills.
• Excellent written and verbal communication skills.
• Attention to detail and problem-solving abilities.
• Ability to prioritize tasks and work independently.
• Basic grasp of GAAP Accounting

 

Personality Traits:
• Professional and positive demeanor.
• Ability to handle multiple tasks and deadlines in a fast-paced environment.
• Team player with a willingness to assist others.