Administrative Assistant | Accounting & Receptionist
Are you organized, detail-oriented, and the kind of person who keeps everything running smoothly? Do you love checking things off your to-do list, keeping numbers in line, and helping an office run like a well-oiled machine?
We’re looking for a dependable, motivated Administrative Assistant / Accounting / Receptionist to join our team! This is a great opportunity for someone who enjoys variety, stays organized under pressure, and can juggle multiple responsibilities with a smile.
THE JOB AT A GLANCE
Position: Administrative Assistant, Accounting & Receptionist
Department: Accounting / Reception
Schedule: Full-Time
Pay Type: Salary
Reports To: President / Staff Accountant
WHAT WILL YOU BE DOING:
Payroll Pro:
- Collect payroll information and prepare accurate, timely payroll reports and checks.
- Complete certified payrolls and Davis-Bacon worksheets for applicable projects.
- Enter shop and field employee hours into the shop order database.
- Process employee expense reports and manage petty cash.
- Assist with year-end tax documents and prepare new-hire paperwork packets.
Accounts Receivable & Job Files:
- Prepare and send customer invoices as directed by management.
- Create commercial invoices when needed.
- Request and manage insurance certificates.
- Keep job files organized and paperwork right where it belongs!
Accounts Payable:
- Process incoming vendor invoices.
- Prepare, print, and organize checks for mailing and payment.
Accounting & Reporting:
- Prepare month-end reports to help the Staff Accountant close the books.
- Keep accounting records and paperwork organized.
- Assist with special reports requested by management.
- Help organize and archive prior-year files at year-end.
Office All-Star Duties:
- Answer incoming calls and connect callers with the right people.
- Coordinate UPS orders and shipments.
- Keep the soda machine stocked and managed.
- Make sure coffee supplies are ready to fuel the team! ?
- Pitch in on additional office duties as needed.
YOU MIGHT BE THE PERFECT FIT IF YOU:
- Love organization, accuracy, and getting the details right.
- Can handle numbers, paperwork, and deadlines responsibly.
- Communicate professionally and enjoy helping others.
- Can switch gears between accounting tasks and front-office responsibilities.
- Take initiative, work efficiently, and bring a dependable, team-focused attitude.
READY TO BE THE PERSON WHO KEEPS IT ALL TOGETHER?
If you’re ready for a full-time role where your organizational skills, attention to detail, and willingness to help make a difference every day, we’d love to hear from you!