Office Administrator
Job in
Columbia, Maury County, Tennessee, 38402, USA
Listed on 2026-07-16
Listing for:
Aston Carter
Full Time
position Listed on 2026-07-16
Job specializations:
-
Administrative/Clerical
Office Administrator/ Coordinator -
Accounting
Office Administrator/ Coordinator, Accounts Receivable/ Collections
Job Description & How to Apply Below
Office Administrator
Job Description
The Office Administrator is responsible for supporting daily administrative, accounting, customer service, purchasing, inventory, and operational functions within a fast-paced environment. This role serves as a key point of contact for customers, vendors, and internal departments while ensuring accurate invoicing, payment processing, reporting, inventory administration, and office operations support. The ideal candidate is highly organized, detail-oriented, capable of managing multiple priorities simultaneously, and comfortable working across accounting, administrative, and operational functions.
Responsibilities
+ Serve as the first point of contact for visitors, customers, and vendors.
+ Answer and direct incoming phone calls professionally.
+ Greet visitors and coordinate guest check-ins.
+ Notify employees of onsite visitors and customer arrivals.
+ Process walk-in customer orders and payments.
+ Maintain a professional and welcoming office environment.
+ Prepare and process customer invoices.
+ Reconcile completed jobs to identify and resolve unbilled work.
+ Compile job cost packages including time audits, purchase orders, job cost reports, spreadsheets, and supporting documentation.
+ Coordinate review and approval of job costing packages prior to billing.
+ Submit invoices to customers via email and mail.
+ Produce customer sales reports, job cost reports, and audit documentation.
+ Generate monthly customer statements reflecting outstanding invoices and account balances.
+ Manage accounts receivable aging reports and support collections activities.
+ Meet regularly with management to review AR aging and outstanding balances.
+ Process customer payments including ACH transactions, checks, cash, and credit card payments.
+ Prepare and submit remote bank deposits.
+ Record deposits accurately within the ERP system.
+ Support account reconciliations and audit preparation activities.
+ Assist with inventory transactions within the ERP system.
+ Process daily material picks for production jobs.
+ Maintain inventory records and process inventory adjustments as needed.
+ Support physical inventory activities including year-end counts and reconciliation.
+ Process purchase requisitions for office supplies and operational needs.
+ Obtain quotations and conduct price comparisons from vendors.
+ Create purchase orders and track purchasing activity within the ERP system.
+ Receive purchase orders and maintain associated documentation.
+ Support vendor invoice distribution and processing.
+ Coordinate vendor onboarding activities, including collection of required documentation.
+ Create and maintain customer files and records.
+ Distribute credit applications, terms and conditions, and supporting documentation.
+ Verify trade and credit references.
+ Coordinate review and approval of customer credit requests.
+ Present completed customer files for management approval.
+ Coordinate communications and meetings with vendors.
+ Maintain vendor files and contracts.
+ Process vendor onboarding documentation, including W-9 collection and compliance paperwork.
+ Support vendor approval processes and record management.
+ Generate recurring operational, sales, and financial reports.
+ Publish weekly sales and customer activity reports.
+ Assist with sales performance tracking and reporting.
+ Support KPI reporting and data analysis initiatives.
+ Develop proficiency in ERP reporting tools and assist with report generation.
+ Maintain company bulletin boards, compliance postings, and workplace communications.
+ Coordinate office supply ordering and inventory.
+ Maintain safety and first aid supply inventories.
+ Assist in planning and coordinating company events and employee activities.
+ Attend regular administrative staff meetings.
+ Provide administrative support across departments as needed.
+ Assist leadership and accounting staff during audits and special projects.
+ Complete ad hoc reporting and administrative assignments.
Essential Skills
+ Associate or Bachelor degree
+ 2+ years of administrative, accounting, accounts receivable, or office coordination experience.
+ Strong organizational and multitasking…
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