Benefits:Benefits/Perks- Competitive Compensation
- Paid Time Off
- Career Growth Opportunities
Administrative Assistant with QuickBooks Experience
Key Responsibilities
• Provide daily administrative support to the office, management team, sales team, and operations department.
• Answer incoming phone calls professionally, assist customers with basic questions, take messages, process simple orders, and direct calls to the appropriate team member when needed.
• Maintain organized digital and physical files, including customer records, vendor information, invoices, purchase orders, receipts, and other business documents.
• Enter and maintain customer invoices, vendor bills, payments, expenses, deposits, and basic transactions in QuickBooks Online.
• Assist with Accounts Receivable by preparing invoices, sending payment reminders, following up on outstanding balances, and updating customer payment information.
• Assist with Accounts Payable by organizing vendor invoices, tracking due dates, preparing payment information, and maintaining vendor records.
• Support inventory administration by entering product receipts, tracking inventory movements, updating stock records, and alerting management when products are running low.
• Coordinate customer orders, deliveries, service requests, and basic follow-up communication with customers, vendors, and internal team members.
• Assist with purchase orders, order confirmations, delivery documentation, and customer account updates.
• Maintain calendars, schedules, appointments, and internal administrative communications as needed.
• Support management with general office tasks, data entry, document preparation, filing, and other administrative projects.
Preferred Qualifications
• Previous experience as an Administrative Assistant, Office Assistant, Customer Service Coordinator, or similar role.
• Experience using QuickBooks Online for invoicing, bills, payments, expenses, and basic bookkeeping support.
• Strong organizational skills, attention to detail, and ability to manage multiple tasks at the same time.
• Professional phone manner and strong customer service skills.
• Proficiency in Microsoft Office, especially Excel, Outlook, and Word.
• Experience with inventory, distribution, food and beverage, coffee, hospitality, or service-based businesses is a plus.