Business & Office Assistant

General Role Description

The Business and Office Assistant supports Melara Enterprises’ daily business and administrative operations, ensuring accurate financial processing, responsive HR support, and smooth facility management. This role requires dependability, discretion, and the ability to handle diverse administrative and financial tasks with accuracy and professionalism.

• Gather, code, and enter vendor invoices into Quickbooks Online to pay, get approvals, print and prepare checks and ACH files.
• Assist with accounts receivable collections, payment reminders, and coordination with sales representatives.
• Research and answer questions regarding payments, invoices, and timing of financial items
• Assist with HR and benefit functions like job postings, new hire setup, orientation, responding to employee questions, and processing employee terminations.
• Manage petty cash box and credit card usage, coding, & getting receipts
• Manage office supplies, furniture, equipment, phones, postage machine, and printers
• Property Management: work with other tenants and property Management Company to ensure building and office are clean, organized, comfortable, and any issues are resolved.
• Work with Vendors: greet vendors delivering products and services and check in items as needed. This includes coffee, water, plant services, repairmen, and others.
• Act as permanent backup for Receptionist for lunch and other breaks
• Light cleaning of company kitchen in the afternoon & periodical daily restocking
• Order, setup, and clean up food for company meetings/office events
• Assist with company communications and project coordination as assigned.

• High energy, positive, professional “can do” attitude, all around “people person”
• Communicates with manager when:
  • An assignment is not understood
  • An assignment conflicts with knowledge of the circumstances, current skills or available time/resources
  • Obstacles to completing the assignment exist or are likely to occur
  • Opportunities to better complete or improve the assignment exist or may occur
• Understands and demonstrates our cultural expectations – Our Way
• Effective interpersonal communication skills
• Flexibility to adapt to a changing work environment and handle multiple priorities
• Assist other managers, owners, and executives with other assignments and requests as needed
• Working knowledge of Microsoft Office Suite (Word, Excel, Outlook, Power point) and general knowledge of computers and IT.
• Strong organizational skills and attention to detail
• Prior experience in a similar role and accounting/bookkeeping experience is preferred