Administrative Assistant

Administrative Assistant

The Administrative Assistant provides day-to-day administrative and clerical support to the office and Finance department, ensuring smooth front-office operations and accurate handling of documents and information. This role serves as the primary point of contact for visitors and callers, supports basic billing and accounts payable activities, and maintains organized filing systems to support efficient business operations.

• Provide daily administrative and clerical support to the office and Finance department.
• Assist with accounts payable and billing functions as needed, including handling billing inquiries and related documentation.
• Serve as the primary front-office contact by greeting visitors, applicants, vendors, and other guests in a professional and welcoming manner.
• Answer incoming phone calls, route calls to the appropriate employees, and take accurate and detailed messages.
• Prepare and format letters, memos, forms, reports, and other business documents based on written or verbal direction.
• Complete routine typing, filing, scanning, copying, and document-processing activities with accuracy and efficiency.
• Maintain organized electronic and physical filing systems to ensure easy retrieval of documents and records.
• Receive, sort, and distribute incoming mail and prepare outgoing mail in a timely and organized manner.
• Copy, organize, and file documentation related to business transactions and general office activities.
• Operate standard office equipment, including copiers, scanners, phones, and voicemail systems.
• Coordinate and communicate with employees at other company locations to facilitate information sharing and respond to administrative requests.
• Provide additional administrative or departmental support as business needs arise, demonstrating flexibility and a team-oriented approach.

• Previous administrative, office support, clerical, billing, or related experience preferred.
• Ability to type at least 45 words per minute.
• Proficiency with Microsoft Office, including Word, Excel, and Outlook.
• Strong written and verbal communication skills.
• Excellent interpersonal and customer service skills when interacting with visitors, callers, and colleagues.
• Strong organizational skills with close attention to detail.
• Ability to prioritize multiple responsibilities and meet deadlines in a fast-paced office environment.
• Comfort working independently while also supporting a broader team.
• Ability to handle business documents and information in an organized, confidential, and professional manner.
• Proficiency in general administrative skills, including data entry, filing, scanning, and calendar management.
• Basic familiarity with accounting, accounts payable, and billing processes.

• Experience with administrative support in a finance or accounting environment is an advantage.
• Previous experience handling billing inquiries and documentation is beneficial.
• Comfort using Microsoft tools and standard office software to manage documents, schedules, and communication.
• Ability to learn new office systems and processes quickly and apply them consistently.
• Strong problem-solving skills and a proactive approach to supporting office operations.

This is an onsite, Monday through Friday position with a flexible start time between 7:00 AM and 8:00 AM. The role is based in a professional office setting and involves frequent use of standard office equipment such as copiers, scanners, telephones, voicemail systems, and computers running Microsoft Office applications including Word, Excel, and Outlook. The work environment is collaborative and service-oriented, with regular interaction with visitors, vendors, and team members across…