Office Administrator

Description

Location:

ECR - 12409 NE San Rafael St Portland, OR 97230

Job Type: Full-time, M-F, 7:30am-4:00pm

Reports to:

Vice President and all C-level Executives

We are seeking a highly organized and detail-oriented Office Administrator to manage daily administrative and financial tasks that support the smooth operation of our office. The ideal candidate will handle accounts receivable and payable, perform data entry, maintain filing systems, manage incoming phone calls, and assist with light human resources functions.

• Process and track accounts payable (A/P) and accounts receivable (A/R) transactions accurately and on time
• Reconcile invoices, payments, and vendor statements
• Prepare and send customer invoices and follow up on outstanding balances
• Enter financial and operational data into accounting and database systems
• Maintain records of transactions, receipts, and statements for reporting purposes

• Perform regular filing, scanning, and document organization (digital and physical)
• Maintain organized records of administrative and financial documents
• Order and manage office supplies and inventory
• Maintain calendar appointments, meeting schedules, and office communications

• Answer and direct incoming calls in a professional and courteous manner
• Greet visitors, vendors, and clients; provide general assistance
• Sort and distribute mail and incoming correspondence

• Assist with onboarding and off-boarding of employees (new hire paperwork, badge setup, etc.)
• Maintain employee records and ensure documentation compliance
• Help coordinate schedules, time-off tracking, and office policies
• Support company HR initiatives and assist with employee inquiries as needed

• 2+ years of experience in office administration, accounting, or a related field (preferred)
• Proficient in Microsoft Office (Word, Excel, Outlook) and accounting software (e.g., Quick Books, Sage, or similar)
• Strong organizational, communication, and multitasking skills
• Attention to detail and the ability to maintain confidentiality
• Experience with basic HR functions is a plus

• Standard office environment; requires prolonged sitting and use of a computer
• May occasionally lift office supplies or boxes up to 25 lb