Office Project Administrator

We are recruiting for the role of Office Project Administrator just outside Delmar, NY. This role encompasses a variety of tasks including administrative operations, financial tasks, and client interaction. The Office Project Administrator will be responsible for maintaining an organized office environment while handling key financial tasks for the company.

Responsibilities:

• Oversee daily office operations to ensure a smooth workflow.

• Respond to inquiries via phone and email, ensuring effective communication with clients, vendors, and subcontractors.

• Coordinate meetings, appointments, and travel arrangements for management and staff.

• Manage the inventory of office supplies and maintain relationships with office-related vendors.

• Process customer credit applications and maintain accurate customer credit records.

• Prepare and file company documents such as contracts, permits, insurance, and other important records.

• Handle incoming and outgoing mail and packages.

• Maintain accurate and up-to-date financial records, including accounts payable (AP), accounts receivable (AR), and payroll.

• Ensure timely payment of vendor invoices after reviewing for accuracy.

• Track project-related expenses to ensure accurate cost recording.

• Assist in budgeting and financial forecasting for projects and the company.

• Prepare financial reports for management, including profit and loss statements, balance sheets, and project-specific reports.

• Assist in preparing and submitting compliance documents, including tax forms, permits, and licenses.

• Coordinate and manage insurance renewals and claims.

• Assist with project documentation, including job costing and progress tracking against budgets.

• Carry out other office tasks as needed to support management and operations.

• Must hold a minimum of 3 years of experience in a similar role as Office Project Administrator.

• Proficiency in Account Reconciliation is required.

• Must have experience in managing Accounts Payable (AP).

• Experience with Accounts Receivable (AR) is essential.

• Should be able to conduct Bank Reconciliations effectively.

• Proficiency in Bookkeeping is essential.

• Should possess efficient Data Entry skills.

• Must have a good command of Microsoft Excel.

• Experience in Month End Close operations is required.

• Should have a strong understanding of Payroll and experience with ADP.

• Proficiency in QuickBooks is essential.