Official Title: Office Administrator
The Office Administrator will manage bookkeeping and compliance, oversee financial transactions, and coordinate administrative and logistical functions to support our operations. This role requires strong organizational and multitasking skills, a keen eye for detail, and a customer-centric approach to service. Proficiency in Microsoft applications and experience in logistics and invoicing are essential for success in this role.
Key Responsibilities:
Bookkeeping & Financial Management
- Manage full-cycle bookkeeping, including general ledger accounts, accounts payable, and accounts receivable, with attention to detail and accuracy.
- Conduct monthly reconciliations for general ledger and bank accounts, ensuring accuracy in all financial records.
- Prepare and process customer invoices and create accurate quotes for cabinet deliveries, understanding specific invoicing requirements for different customer types.
- Maintain precise records of purchase orders, receipts, and credit card transactions.
- Produce financial and operational reports for management review, including remittance advice for payments.
- Complete IRS reporting (such as 1099s) as required, staying compliant with relevant tax and financial regulations.
- Reconcile accounts payable and receivable to ensure all payments and receipts are properly accounted for in the books.
Dispatching & Logistics Support
- Utilize dispatching and route optimization processes & applications to create accurate quotes and invoices for deliveries.
- Work closely with the operations manager in supporting customers and responding to inquiries.
- Apply logistical experience to support day-to-day operations.
DOT Driver Compliance
- Maintain up-to-date records for driver compliance with Department of Transportation (DOT) and Public Utility Commission (PUC) requirements.
- Oversee documentation and tracking for drivers and equipment, ensuring that all regulatory requirements are met and upheld.
- Collaborate with the operations manager to enforce compliance policies, supporting safe and responsible operations.
Customer Service & Communication
- Provide high-quality customer service, responding to inbound calls regarding delivery schedules and general inquiries.
- Assist customers with questions about billing, quotes, and delivery timelines, coordinating with the operations manager for effective follow-up.
- Ensure customer interactions are friendly, professional, and helpful, building strong client relationships and fostering customer satisfaction.
General Administrative & Office Duties
- Process and organize all incoming and outgoing mail, including purchase orders, invoices, and checks, maintaining an efficient filing system.
- Support office management tasks, such as ordering supplies and maintaining an orderly workspace.
- Assist with onboarding new employees, providing them with necessary resources and collaborating with the operations manager to ensure a smooth onboarding process.
Job Types: Part-time, Contract
Pay: $25.00 - $30.00 per hour
Expected hours: 20 – 30 per week
Schedule:
- Day shift
- Monday to Friday
- No nights
- No weekends
Education:
- High school or equivalent (Required)
Experience:
- Microsoft Office: 3 years (Required)
- Administrative experience: 3 years (Required)
- QuickBooks On-Line: 3 years (Required)
- Logistics: 1 year (Preferred)
Shift availability:
Ability to Relocate:
- Richland, PA 17087: Relocate before starting work (Required)
Work Location: In person
