Administrative Assistant

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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.

• 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.

• 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.

• 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.

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

• 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.

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