About the position
The Office Administrator is responsible for all bookkeeping functions related to Accounts Payable, Accounts Receivable, Payroll, and General Accounting including maintenance of the accounting systems, adherence to established policies and procedures, review of documentation for appropriate authorization, timely notification of any problems or concerns and superior customer service. Job duties also include human resource functions that include new hire/term/LOA/benefits administration, maintenance of personnel files, payroll processor, and support for team members. This position requires the ability to move quickly from one task to another, perform quality work in a fast-moving, deadline-sensitive environment, and still present a calm, professional demeanor to both internal and external customers and vendors. This is an important role in our organization that will require tact, diplomacy, and a professional approach to the job. Confidentiality is absolutely critical.
Responsibilities
- Perform monthly bookkeeping procedures such as bank and credit card reconciliations and billing customers
- Weekly and monthly financial reporting to the facility General Manager
- Complies with federal, state, and local legal requirements by studying requirements; enforcing adherence to requirements; filing reports; advising management on needed actions
- Assist General Manager with budget preparation
- Pay bills and maintain ledgers
- Receive, approve, and/or decline client invoices
- Maintain General Ledger including journal entries & adjustments
- Responsible for monthly reconciliation of accounts
- Balancing cash drawer and making bank deposits
- Complete any other special projects and daily assignments as directed by the General Manager
- Responsible for the day-to-day operations of the office
- Manage office staff to keep a clean/professional working environment
- Maintain adequate stock of office supplies
- Interact with/and coordinate personnel in the office
- Manage inbound/outbound mail
- Schedule business travel for personnel and clients, if necessary
- Prepare for all administrative meetings, i.e. office, owner, executive meetings, etc.
- Prepare memos, letters, reports, expense reports, faxing, PowerPoint presentations
Requirements
- An associate degree in accounting or business administration, or equivalent business experience
- Minimum of 5 years responsible accounting or bookkeeping experience including accounts payable, accounts receivable, payroll, general ledger and financial reports
- Proficient with QuickBooks Online
- Proficient with Outlook, Microsoft Word, Excel, and PowerPoint
- Strong professional communication skills including both verbal and written
- Well organized and thorough, with the ability to multi-task
- Maintain strict confidentiality of client, company and personnel information
- Ability to operate calculator, computer, and other general office equipment
- Knowledge of regulatory requirements of processing payroll accounting transactions and payroll returns
- Must have excellent interpersonal skills and customer service skills
Nice-to-haves
- Experience in the Food Services, Hospitality, or Retail industry
Benefits
- Part-time employment
- Opportunity for career growth
- Collaborative and supportive work culture
