Office Administrator

Office Administator Opportunity / $20-$27/hr an hour depending on Experience

This Jobot Job is hosted by: Rick Flores
Are you a fit? Easy Apply now by clicking the "Quick Apply" button and sending us your resume.
Salary: $20 - $27 per hour

A bit about us:

We're a heavy haul trucking company with over 30 years in business.

Why join us?

We offer the best of both worlds: the stability of a well-established transportation company and the culture of a locally owned business. Employees are part of a safety-focused, award-winning organization with strong local roots, opportunities for growth, and a team that takes pride in delivering exceptional service."

Job Details

Office Administrator supporting the President manages administrative operations, financial tracking, and executive communications. This role serves as the primary liaison between the President, internal departments, and external clients. Below is a structured job description organized by core thematic responsibilities.

Financial Administration & BillingInvoice processing:
Generate, review, and send client invoices while tracking outstanding accounts receivable.
Expense tracking:
Reconcile credit card statements and receipts for the President's executive expenses.
Financial data entry:
Maintain precise records of payments, billing cycles, and budget allocations.
Dispute resolution:
Address and resolve client billing discrepancies or payment inquiries efficiently.

Document Preparation & Reporting (Word & Excel)Spreadsheet management:
Create, update, and maintain complex Excel spreadsheets to track company metrics, project statuses, and financial logs.
Data analysis: Utilize advanced formulas, pivot tables, and formatting tools to generate scannable financial and operational reports.
Document drafting: Prepare professional correspondence, memos, and executive contracts using Microsoft Word.
Template creation:
Standardize company forms, letterheads, and report layouts to ensure brand consistency.

Executive Support & CoordinationCalendar management:
Organize and maintain the President's daily schedule, including meetings and travel.
Communication gatekeeping:
Screen and prioritize incoming emails, phone calls, and mail directed to the executive office.
Meeting preparation:
Assemble agendas, compile background research, and take detailed minutes during executive sessions.
File organization:
Establish and maintain secure digital and physical filing systems for confidential corporate data.

️ Required Skills & QualificationsSoftware proficiency:
Advanced skills in Microsoft Office (Word, Excel, and Outlook) and billing software (e.g., QuickBooks, FreshBooks).
Attention to detail:
Exceptional accuracy in entering financial data and proofreading executive documents.
Communication skills:
Strong written and verbal communication style suited for interacting with C-level executives and clients.
Discretion:
Proven ability to handle highly confidential business, financial, and personal information safely.

Interested in hearing more? Easy Apply now by clicking the "Quick Apply" button.

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