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Office Administrative Assistant
2 months ago
We are seeking a detail-oriented and organized Office Administrative Assistant with experience in accounts payable to join our team in a small independent energy company and help drive company success. The ideal candidate will provide comprehensive administrative support, manage day-to-day office operations, and handle or assist with accounts payable functions. This role requires excellent communication skills, proficiency in office software, a positive attitude, a proactive work ethic, and a strong understanding of accounting principles.
Responsibilities:
- Draft correspondences and other formal documents
- Plan and schedule appointments and events
- Greet and assist onsite guests
- Answer inbound telephone calls, manage outbound and inbound mail
- Develop and implement organized filing systems
- Perform general office duties, including answering the main office phone, managing correspondence, scheduling meetings, and maintaining office supplies, planning travel accommodations.
- Assist with office operations, interface with building management to ensure a smooth-running, professional office environment
- Process accounts payable transactions, including verifying, coding, and posting invoices, ensuring accuracy and compliance with company policies
- Interface with employees and employee benefits providers
- Prepare and process payments, including checks, ACH transfers, and wire transfers
- Maintain detailed records and notes, both accounting and general
- Support the technical team or management with ad-hoc projects or tasks
- Ensure confidentiality and security of financial and office-related information
Qualifications:
- High school diploma or equivalent; an associate degree or higher in business administration, accounting, or a related field is preferred
- Previous experience in office administration or other related fields
- Minimum of 7 years of experience in an administrative role, with specific experience in accounts payable
- Ability to prioritize and multitask
- Excellent written and verbal communication skills
- Strong attention to detail
- Strong organizational skills
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and accounting software is a plus (e.g., QuickBooks, SAP); Ability to coordinate remote meetings (GoTo, Zoom, Teams)
- Strong understanding of accounting principles and accounts payable processes
- Strong attention to detail and accuracy, ability to carry out tasks as requested by team members
- Effective communication and interpersonal skills, positive attitude, willingness to occasionally assist with logistics, take phone calls after-hours or on weekends
- Ability to work independently, proactively, and as part of a team
- Notary Public certification is a plus
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