Office Administrator

Job Description

ABOUT JOB

Our client is seeking a reliable and organized Office Administrator to support our daily operations. This role is ideal for someone who thrives in a fast-paced environment, enjoys working with people, and can manage multiple responsibilities with attention to detail.

Responsibilities

Customer Service & Scheduling

• Answer incoming calls and emails in a professional manner
• Set up new customers and schedule service appointments
• Provide excellent customer service and follow up as needed

Office Administration

• Maintain an organized and efficient office environment
• Manage multiple tasks and priorities throughout the day
• Support team communication and daily operations

Scheduling & Job Coordination

• Maintain and update the company schedule
• Ensure technicians are clocking in/out correctly
• Track job details, notes, and photos for accurate records
• Prepare timesheets for job costing
• Create and send invoices
• Close out completed jobs and ensure documentation is complete
• Communicate with technicians and office staff to keep jobs moving
• Follow up with customers on scheduling, progress, and satisfaction
• Manage jobs from estimate to completion

Accounting & Bookkeeping

• Manage customer accounts in QuickBooks
• Process invoices, payments, accounts receivable, and accounts payable
• Perform basic bookkeeping and bank/card reconciliations
• Collect and attach receipts to transactions
• Process vendor and supplier invoices

Qualifications

Required:

• Strong organizational skills and attention to detail
• Excellent phone and communication skills
• Ability to multitask in a fast-paced environment
• Reliable, professional, and team-oriented
• Strong time management and prioritization skills

Preferred:

• Experience with QuickBooks (A/R, A/P, invoicing, reconciliation)
• Familiarity with QuickBooks Time
• Comfortable using Apple products and various apps

Schedule

• Monday to Friday
• Day shift (typical business hours)

Are you interested in this position?

Apply by clicking on the “Apply Now” button below!

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