Office Assistant

Job Summary

We are looking for a highly organized and reliable Office Administrator to be the backbone of our daily operations. This role focuses primarily on general office management and providing essential administrative support for our financial processes, particularly within QuickBooks Online and basic Accounts Payable.

Key Responsibilities

1. Administrative & Office Management

Manage the reception area, including greeting visitors, answering phones, and handling general inquiries.

Maintain and organize the office environment, ensuring a clean and professional appearance.

Manage office supplies inventory, placing orders, and tracking expenses for purchases.

Process and distribute incoming / outgoing mail, shipments, and correspondence.

Maintain accurate digital and physical filing systems for administrative, vendor, and general business documents.

Assist with scheduling, travel arrangements, and organizing internal meetings as needed. 2. Financial Administration Support (QuickBooks Online)

QuickBooks Online Data Entry :  Accurately enter and code routine financial transactions, vendor invoices, and bills into QuickBooks Online.

Accounts Payable (A / P) Support :  Receive, sort, and match invoices to purchase orders or receiving documents. Prepare bills for payment processing.

Bank / Credit Card Reconciliation Assistance :  Support the monthly reconciliation process by ensuring all transactions are properly recorded and flagged.

Expense Tracking :  Monitor and process employee expense reports.

Assist the management or bookkeeper with preparing simple financial documents for review. Qualifications and Experience

Proven experience in a general office administration or clerical role.

Working knowledge of and experience with QuickBooks Online  for data entry and basic A / P functions.

Proficiency in Microsoft Office Suite (Word, Excel) and email systems.

Exceptional organizational skills and meticulous attention to detail.

Strong verbal and written communication skills.

Ability to handle confidential information with discretion and integrity.

High school diploma required; associate’s degree or relevant certification is a plus.

Compensation / Pay Rate (Up to) : $20.00 - $20.00 Per Hour