L929
Located in Medford, OR
Pay: $22-$24
Job Full Description
The Office Administrative Assistant is a multifaceted role involves working closely with the Accounting Department and the Human Resources Manager to ensure smooth operations across various administrative functions.
This role is the face of the office handling reception duties while also supporting accounting and HR tasks, internal marketing initiatives, and daily office coordination. The individual in this role must have a good grasp of accounting principles, experience with QuickBooks, great organizational skills, keen attention to detail, and top-notch time management. The wage range is $22-$24!
Your workday might Include
Reception & General Office Duties
- Answering and directing phone calls to appropriate personnel.
- Greeting and assisting visitors and ensuring a welcoming atmosphere.
- Distributing mail and packages, scheduling or coordinating meetings as needed.
- Managing lobby and conference rooms to ensure areas are clean and orderly.
- Attend to general office issues, scheduling maintenance or repairs.
- Maintaining, updating, filing and organizing documents and records as directed.
- Ordering and managing office supplies and equipment.
- Assisting with the preparation of reports, presentations, and spreadsheets.
- Coordinating with vendors and service providers as necessary.
- Assist with employee inquiries, providing support and resources as needed.
- Assisting with the organization and promotion of company events and functions.
Accounting & Administrative Tasks
- Maintaining accurate financial & vendor data in QuickBooks and Spectrum Viewpoint.
- Process Corporate & Construction Licensing for multiple states.
- Reconciling & processing monthly inter-company AP/AR invoices/billings.
- Processing of Accounts Payable for multiple LLC’s.
- Conduct monthly reconciliation of bank accounts.
- Rental Property Management for LLC’s.
- Manage rental maintenance contracts.
- Issue and maintain credit card records, reconcile monthly statements.
- Reconcile vendor statements contacting vendor of any items not in the system.
- Ensure recurring monthly payables are processed timely.
- Support HR with light marketing projects, i.e. flyers, brochures, and social media.
- Processing DMV renewals, ODOT mileage filings and other required vehicle reporting.
- Assist with other projects as directed by supervisor.
Required Qualifications
- 2+ years’ accounting experience, preferably within the construction industry.
- QuickBooks experience, and thorough knowledge of excel.
- Proficiency in office software, including Microsoft Office (Word, Excel, Outlook).
- Excellent communication and interpersonal skills and a proactive attitude.
- Strong organizational and multitasking abilities.
- Attention to detail and problem-solving skills with a desire to think creatively and research new ideas or solutions.
- Familiarity with social media platforms and basic content creation.
Working Conditions
This is an in-office position requiring regular interaction with team members across departments. The role is ideal for a proactive and detail-oriented individual who thrives in a collaborative and fast-paced environment. Office-based position with standard office hours, 8 am – 5 pm, 40 hours per week.
Physical Requirements
- Ability to sit or stand for extended periods.
- Capacity to perform light physical tasks, such as lifting or organizing files.
- Proficiency in using a computer and other office equipment efficiently.
Mental Requirements
- Strong mental focus and attention to detail for managing multiple priorities and maintaining accuracy in financial records.
- Ability to ensure compliance with corporate standards.
- Resilience to adapt to changing demands in a dynamic work environment.
- Capability to maintain a positive and proactive mindset.
- Effective communication skills for collaboration with team members, vendors, etc.
- Flexibility to shift focus and manage changes in tasks and priorities effectively.
Medford, OR
1951
3523 Arrowhead Drive
Suite 100
Medford, OR 97504
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