Office Administrator & Bookkeeper

Job Description

A leading provider of comprehensive facility management solutions is looking for a detail-oriented and proactive Office Administrator & Bookkeeper to join their team. You will support their administrative and financial operations. Their mission is to ensure the highest level of service and satisfaction for our clients through our dedicated and professional team.

Responsibilities:

1. Billing:
   • Prepare and send invoices to clients.
   • Follow up on outstanding invoices to ensure timely payment.
   • Maintain accurate records of all billing activities.
2. Payroll:
   • Process employee payroll accurately and on time.
   • Manage payroll records and ensure compliance with relevant laws and regulations.
   • Handle payroll queries and discrepancies.
3. Scheduling:
   • Coordinate and maintain employee schedules.
   • Manage meetings for the office.
   • Manage appointments for employees to visit job sites.
   • Ensure efficient allocation of resources and staff.
4. Insurance Coordination:
   • Contact insurance companies for various requirements.
   • Manage insurance claims and documentation.
   • Maintain updated records of insurance policies and renewals.
5. Employee Onboarding:
   • Set up new employees in the system.
   • Handle onboarding paperwork and ensure compliance with company policies.
   • Manage Fingercheck system for timekeeping and attendance.
6. Payments:
   • Process vendor payments and manage accounts payable.
   • Reconcile accounts and ensure accurate financial records.
   • Handle payment inquiries and resolve issues promptly.
7. QuickBooks Management:
   • Maintain and update financial records using QuickBooks.
   • Generate financial reports and summaries as required.
   • Ensure accurate bookkeeping and adherence to accounting standards.
8. General Office Administration:
   • Manage office supplies and inventory.
   • Handle incoming calls and correspondence.
   • Support general administrative tasks and assist in office operations.

Qualifications:

• Proven experience as an Office Administrator, Secretary, or Bookkeeper.
• Proficiency in QuickBooks and other accounting software.
• Strong knowledge of payroll processes and regulations.
• Excellent organizational and multitasking abilities.
• Attention to detail and problem-solving skills.
• Effective communication and interpersonal skills.
• Ability to work independently and as part of a team.
• High level of integrity and professionalism.