Office Manager & Administration

About the Role

We are seeking a reliable, detail-oriented Office Administrator to support daily operations, including invoicing, accounts receivable/payable, and general office coordination. This role suits someone who understands the flow of quotes, purchase orders, invoices, and payments, and values accuracy, organization, and timeliness.

Key Responsibilities

Office Administration

Answer and direct calls; greet visitors

Manage emails and general communications

Maintain organized digital and physical filing systems

Order office supplies and coordinate with vendors

Provide administrative support to the internal team

Invoicing, A/R & A/P

Prepare and send customer invoices

Follow up on outstanding accounts receivable

Assist with quotes, pricing updates, and order tracking

Process purchase orders and match invoices to orders

Review bills for accuracy and approvals

Enter credit card transactions and expenses into QuickBooks

Process accounts payable and prepare payments

Ensure all financial transactions are accurate and completed on time

What Were Looking For

Strong attention to detail and organizational skills

Comfortable with numbers, invoicing, and data entry

Understanding of business flow (quotes POs invoices payments)

Ability to manage multiple tasks and meet deadlines

Professional and friendly communication skills

Qualifications

5 years office and/or accounting support experience

Experience with invoicing, A/R, A/P, or order processing

QuickBooks or similar accounting software experience is required

Proficiency in Microsoft Office and general computer systems

Valid drivers license and reliable transportation