Job Summary:

We are seeking a highly organized and experienced Administrative Assistant with 5+ years of hands-on experience using QuickBooks. This role is critical to our day-to-day operations and will be responsible for maintaining financial records, supporting office operations, and ensuring our administrative processes run smoothly.

Key Responsibilities:

• QuickBooks Management
• Process accounts payable and receivable
• Reconcile bank and credit card statements
• Manage customer and vendor accounts
• Generate and review financial reports
• Create and send invoices; follow up on outstanding payments
• Assist with payroll processing and tax reporting
• General Office Administration
• Answer phones and direct calls
• Maintain organized digital and physical filing systems
• Order office supplies and track inventory
• Assist with onboarding new employees and maintaining personnel records
• Support to Management
• Prepare reports, presentations, and correspondence
• Conduct data entry, research, and basic analysis
• Provide administrative support to various departments as needed
• Coordinate internal communications and assist in project tracking

Requirements:

• Minimum 5 years of QuickBooks experience (desktop versions)
• Proven administrative or office assistant experience (3+ years preferred)
• Proficient in Microsoft Office Suite (Excel, Word, Outlook)
• Exceptional attention to detail and accuracy
• Strong organizational and time management skills
• Ability to multitask and prioritize daily workload
• Excellent written and verbal communication skills
• High level of discretion with confidential information
• Knowledge of basic accounting principles is a plus

Preferred Qualifications:

• Experience working in a small to mid-size business environment
• Previous experience supporting finance or HR departments
• Associate’s or Bachelor’s degree in Business Administration, Accounting, or related field