Job Description
Job DescriptionWe are looking for a dependable Administrative Assistant to support daily office operations through a Contract position. This role combines front-desk coordination, administrative support, and accounts payable tasks, making it ideal for someone who is organized, detail-oriented, and comfortable managing multiple priorities. The selected candidate will help maintain a well-organized office environment while ensuring records, invoices, and communications are handled accurately and efficiently.
Responsibilities:
• Welcome visitors and maintain a clean, organized, and welcoming reception area that creates a positive first impression.
• Process accounts payable activities by reviewing invoices, confirming documentation, and preparing items for payment approval.
• Track payment status and follow up as needed to help ensure vendor accounts remain current and accurate.
• Communicate with vendors to address questions, clarify billing matters, and resolve discrepancies in a timely manner.
• Maintain organized files for vendors, financial documents, office records, logs, and inventory information.
• Enter, update, and monitor data within journals, ledgers, spreadsheets, and related databases, then prepare reports from the information collected.
• Provide supporting records and documentation during audit activities and internal reviews.
• Assist with inbound calls, routine office coordination, filing, and general administrative support across the department.
• Contribute to special assignments and additional administrative projects based on business needs.• At least 5 years of administrative support experience in a fast-paced office setting.
• Working knowledge of accounts payable processes, including invoice review and payment coordination.
• Strong attention to detail with the ability to analyze information and identify inconsistencies.
• Proficiency in Microsoft Word and Excel for document preparation, tracking, and reporting.
• Experience with QuickBooks is preferred.
• Clear written and verbal communication skills with a detail-focused approach to internal and external interactions.
• Excellent organization, time management, and multitasking abilities, including the ability to manage frequent interruptions.
• Ability to handle confidential information with discretion and follow established filing and recordkeeping procedures.