Job Description:
We are seeking a reliable and organized Office Assistant to join our team. The ideal candidate will be responsible for a variety of administrative and clerical tasks that support the smooth operation of the office. This role requires excellent communication skills, attention to detail, and the ability to multitask in a somewhat fast-paced environment.
Key Responsibilities:
• Phone Management: Answer and direct incoming calls professionally; provide general information to clients, vendors, and visitors.
• Inventory Ordering: Monitor and maintain office and shop supply levels; place orders as needed to ensure smooth operations.
• Office & Shop Cleaning: Keep the office and shop clean and organized, including routine tasks such as sweeping, mopping, wiping down surfaces, and tidying workspaces.
• Accounts Receivable (AR):
o Generate and send invoices to customers
o Record incoming payments and maintain accurate financial records
o Follow up on outstanding balances in a timely and professional manner
• Accounts Payable (AP):
o Process vendor invoices and expense reports
o Prepare and schedule outgoing payments
o Maintain organized records of all transactions and receipts
• Mail Handling: Prepare, sort, and send outgoing mail and packages, including letters, documents, and correspondence.
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Qualifications:
• High school diploma or equivalent required; additional training in office administration or bookkeeping is a plus
• Previous experience in an administrative or office support role
• Basic understanding of accounts receivable/payable processes
• Strong multitasking, time management, and organizational skills
• Excellent verbal and written communication abilities
• Proficiency in Microsoft Office (Word, Excel, Outlook) and standard office equipment (phones, printers, copiers)
• Self-motivated with a high level of accuracy and attention to detail
• Ability to work independently and collaboratively
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Physical Requirements:
• Ability to lift and carry up to 25 pounds
• Ability to sit, stand, and walk for extended periods as needed
Working Hours:
• Full-time, Monday through Friday. 8:00-5:00 pm