The Office Administrator is responsible for ensuring the smooth running of office related activities, directing communications between colleagues and customers, ensuring timely execution of bookkeeping support activities, scheduling events, and meetings, maintaining office services - equipment, supplies, etc.
Duties
Bookkeeping Support
● Work closely with an external bookkeeper to ensure smooth financial operations.
○ Accounts Payable – Ensure bookkeepers receive bills, and approvals are completed in a timely manner. Proactively follow up on any delays related to bill payments.
○ Accounts Receivable – Ensure Customer Service performs invoicing correctly and that bookkeepers apply payments as received. Deposit any physical checks received and communicate with bookkeepers to ensure they are correctly applied. Proactively follow up on any delayed payments
● Payroll
○ Review employee hours before submitting to bookkeepers for payroll processing. Administer and process monthly commissions, quarterly royalties, bonuses, etc. as well as other ad hoc payments.
● Other bookkeeping support
○ Review corporate credit card statements and transactions verifying the accuracy of purchases.
○ Review other recurring expenses (insurance, benefits, etc.)
○ Prepare management reports from QuickBooks data, using pre-existing Excel spreadsheets.
○ Work with external accounting firm to prepare annual statements including Federal and State tax filings. Ensure required taxes are paid on time.
○ General office administration duties as needed to support bookkeeping function
Customer Service/Order Entry support and backup
● Provide backup support to customer service when out of office, on vacation, or when additional support is needed during busy periods.
● Support sales, pricing, invoicing, and customer complaints processing as requested.
● Ensure consistent, responsive, quality service to our customers.
Quality Administration Support
● Assist in updating and maintaining quality system documentation, as required.
● File routine quality records
General Office Management Duties
● HR Administration
○ Coordinate annual performance review process ensuring distribution of appropriate forms and reports.
○ Support hiring activities through keeping updated job descriptions, working with placement agencies, developing postings, and posting on job boards. May conduct initial phone screens.
○ Coordinate benefits activities including distributing annual notices, completing annual reporting requirements, coordinating renewals with brokers, enrolling employees into benefits programs, and maintaining records.
○ Track and maintain confidential employee records in accordance with applicable law.
● General Office Administration
○ Manage office vendors, office equipment and supplies.
○ Coordinate office site meetings, employee events and holiday parties Maintain up to date corporate records and files.
○ Ensure business licenses, DBA’s and other legal documents are up to date and posted as required.
○ Be the point of contact for IT related issues, troubleshooting or escalating issues to outside systems vendors as needed.
Other duties as assigned.
Skills and Experience Desired:
● 3-5 years of Administrative Assistant experience supporting financial, record-keeping, and customer service activities
● Proficient with Microsoft Office products, especially Excel
● Prior experience working in a manufacturing or production-based environment, a plus.
● Strong problem-solving, organizational and communications skills
● Demonstrates ability to be flexible and adapt to an ever-changing business environment.
● Ability to work with autonomy, independent judgment, and complete tasks with minimal supervision.
● Proactive, quick and a continuous learner, curious and willing to ask questions or for help.
● Able to read, write and speak English with a high level of proficiency.
Education Requirements:
High School diploma or equivalent
Some college or bachelor’s degree preferred