Office Administrator

We are seeking a dependable, detail-oriented Office Administrator to join our team. This position is ideal for someone who enjoys providing excellent customer service, staying organized, and supporting both administrative and accounting functions in a fast-paced environment.

The Office Administrator serves as a key point of contact for customers, vendors, office staff, and field operations while helping ensure the daily efficiency of our office. The successful candidate will be a team player with strong organizational skills, the ability to multitask, and a positive, professional attitude.

SCOPE OF JOB

The Office Administrator is responsible for supporting daily office operations, customer service, and administrative functions in a professional, fast-paced team environment. This position also provides support to the Accounts Receivable function by assisting with invoicing, customer account maintenance, payment processing, and related administrative tasks. The Office Administrator serves as a key point of contact for customers, vendors, field personnel, and office staff while ensuring efficient and accurate office operations.

JOB RESPONSIBILITIES

Administrative Responsibilities

• Answer incoming phone calls and assist walk-in customers.

• Support Operations by preparing paperwork and documentation for crews.

• File, scan, organize, and shred documents as needed.

• Prepare and coordinate interoffice deliveries.

• Scan and distribute documents to other company locations.

• Maintain office supplies and ensure the office remains organized and professional.

• Upload and maintain records within the company ERP system.

• Serve as a Document Notary or obtain notary certification as required.

• Complete vendor setup and request forms.

• Request and track insurance certificates from insurance brokers.

• Generate and maintain accurate documentation and records.

• Comply with all company rules, policies, and procedures.

• Complete all other duties as assigned.

Accounts Receivable Support Responsibilities

• Invoice sales orders as needed.

• Enter and maintain customer accounts within the ERP system.

• Process recurring credit card payments.

• Assist customers with invoice requests, account statements, and payment receipts.

• Provide backup support for cash receipt processing and related Accounts Receivable activities.

• Assist with accounting and administrative projects as assigned.

KNOWLEDGE / SKILLS / ABILITIES

• Excellent customer service and communication skills.

• Strong organizational skills with the ability to prioritize and multitask in a fast-paced environment.

• Detail-oriented with a high level of accuracy in data entry and recordkeeping.

• Ability to work independently and as part of a team.

• Professional, friendly, and positive attitude when interacting with customers, vendors, and coworkers.

• Basic knowledge of Accounts Receivable processes preferred.

• Proficient in Microsoft Office applications, including Word, Excel, and Outlook.

• Experience using ERP systems or the ability to quickly learn new software applications.

• Strong problem-solving and critical-thinking skills.

• Dependable attendance and punctuality.

EDUCATION AND EXPERIENCE

• High School Diploma or GED required.

• Previous administrative, office support, customer service, bookkeeping, or Accounts Receivable experience preferred.

• Experience with ERP systems preferred.

• Notary Public certification preferred but not required.

PHYSICAL REQUIREMENTS

• Frequently operates office equipment such as computers, calculators, scanners, copiers, and printers.

• Frequently sits, stands, and walks throughout the workday.

• Frequently communicates with customers, vendors, and employees in person, by phone, and electronically.

• Required to work in a fast-paced, multitask…