ADMINISTRATIVE ASSISTANT

Position Summary:

The Administrative Assistant  role provides essential support to the operations team by managing financial processes and ensuring smooth day-to-day administrative functions. This position is responsible for billing, accounts receivable and payable, inventory management, supply ordering, and assisting with audits, inspections, and client meetings.

 

Key Responsibilities:

Financial & Billing Support:

• Process and manage billing and invoicing activities.
• Monitor and follow up on accounts receivable.
• Manage accounts payable, ensuring timely and accurate payments.
• Reconcile financial discrepancies and assist with month-end reporting.

Administrative & Operational Support:

• Maintain inventory of office and operational supplies.
• Order supplies and ensure timely replenishment.
• Conduct routine audits and inspections to ensure compliance with company standards.
• Prepare reports and documentation related to audits and inspections.

Client & Team Support:

• Attend client meetings as needed to provide administrative or operational support.
• Take meeting notes and follow up on action items.
• Assist with scheduling, travel arrangements, and other logistical needs.

General Office Duties:

• Maintain organized filing systems (digital and physical).
• Support cross-functional teams with administrative tasks.
• Assist in onboarding new employees with operational setup.

 

Qualifications:

• High school diploma or equivalent required; associate’s or bachelor’s degree preferred.
• 2-3; years of experience in administrative, billing, or operations support roles.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and accounting software.
• Strong organizational and time management skills.
• Excellent communication and interpersonal abilities.
• Ability to handle sensitive information with discretion.

Work Environment:

• Office-based with occasional travel to client sites or meetings.
• May require lifting or moving supplies during inventory checks.