About the Role:

The Administration/AP plays a pivotal role in ensuring the smooth and efficient operation of the office environment. This position is responsible for managing daily administrative tasks, coordinating communication across departments, and supporting staff to maintain productivity and organization. The successful candidate will oversee office supplies, handle scheduling, and assist with record-keeping to facilitate seamless business operations. By acting as a central point of contact, the Administration/AP person helps foster a professional and welcoming atmosphere for both employees and visitors. Ultimately, this role contributes significantly to the overall effectiveness and success of the organization by maintaining an organized and well-functioning office.

Minimum Qualifications:

• High school diploma or equivalent required; Associate’s degree or higher preferred.
• Proven experience in office administration or a related role, with a minimum of 2 years preferred.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Strong organizational and multitasking abilities with attention to detail.
• Excellent verbal and written communication skills.

Preferred Qualifications:

• Experience with office management software such as Microsoft Teams.
• Familiarity with basic accounting principles and bookkeeping software (e.g., QuickBooks).
• Ability to handle confidential information with discretion and professionalism.

Responsibilities:

• Manage and coordinate daily office operations including scheduling meetings, maintaining calendars, and organizing office events.
• Serve as the primary point of contact for internal and external communications, ensuring timely and professional responses.
• Maintain office supplies inventory, place orders as needed, and manage vendor relationships to ensure cost-effective procurement.
• Ensure the office environment is clean, safe, and well-maintained by coordinating with facilities management and service providers.
• Implement and maintain office policies and procedures to improve operational efficiency and compliance.
• Assist with bookkeeping tasks including accounts payable entry, scanning, filing and assisting the controller as needed.

Skills:

The required skills enable the Administration/AP person to efficiently manage daily tasks such as scheduling, communication, and document preparation, ensuring smooth office operations. Proficiency in Microsoft Office allows for the creation of professional reports, presentations, and correspondence that support organizational needs. Strong organizational skills help prioritize multiple responsibilities and maintain accurate records, which is essential for operational continuity. Preferred skills, such as familiarity with bookkeeping software enhance the ability to support financial and team collaboration functions effectively. Additionally, excellent communication skills facilitate clear interactions with colleagues, vendors, and clients, fostering a positive and productive work environment.