Office Administrator

• Greet visitors and answer incoming calls
• Direct inquiries to the right people
• Handle incoming and outgoing mail, couriers and deliveries
• Keep physical and digital files well organized
• Provide general administrative support to sales, operations and the warehouse

Accounts Payable & Receivable

• Process and code vendor invoices, using three-way matching against purchase orders and receiving records
• Compare job costs to customer billing, including freight charges and credits
• Prepare and send customer invoices; follow up on overdue accounts
• Apply customer payments, prepare deposits and process credit card transactions
• Keep accounts receivable records and reports accurate and up to date
• Reconcile inventory transfers and assist with periodic inventory counts
• Resolve billing and payment discrepancies with vendors, customers and internal teams
• Set up new accounts by completing credit applications
• Verify order paperwork, including confirmations, shipping documents and tracking information
• Assist with month-end close, including accruals and account reconciliations
• Pull together information for audits and management reports

• 3+ years of bookkeeping or administrative experience with direct AP and AR responsibility
• Solid understanding of three-way matching (PO, receipt and invoice), which is required
• Diploma or certificate in accounting, bookkeeping or office administration
• Detail-oriented and reliable, able to meet deadlines in a busy environment
• Clear, professional communication, both written and verbal
• Comfortable with Microsoft Outlook, Word and Excel (data entry and basic formulas)
• Experience with an ERP or accounting system is a plus
• Eager to learn new tools and open to feedback