Office Assistant

Job Summary

The Office Assistant / Receptionist serves as the first point of contact for the organization while providing essential administrative, accounting, and finance support. This role is responsible for front-desk operations, office coordination, and basic financial tasks such as invoicing support, expense tracking, and data entry.

Key Responsibilities

• Greet visitors, clients, and vendors in a professional and welcoming manner
• Answer, screen, and route incoming phone calls and emails
• Manage conference room scheduling and visitor logistics
• Receive, sort, and distribute incoming mail, packages, and deliveries
• Maintain organized office files (physical and electronic)
• Order and manage office supplies and coordinate with vendors
• Support onboarding logistics for new hires (badges, workspace setup, basic orientation materials)
• Provide general clerical support to HR, Finance, and leadership teams as needed
• Aid with accounts payable and accounts receivable processes
• Enter invoices, expense reports, and receipts into accounting systems
• Support expense report review for completeness and accuracy
• Assist with billing, invoicing, and tracking customer payments
• Maintain accurate financial records and spreadsheets
• Coordinate with the accounting/finance team on administrative finance tasks
• Ensure proper filing and retention of financial documents
• Help maintain office calendars, meetings, and recurring schedules
• Cook up with internal teams to support daily office operations
• Aid with travel bookings and meeting logistics when needed
• Ensure office areas remain professional, organized, and well-stocked

Key Skills & Competencies

• Excellent interpersonal and customer service skills
• Strong time-management and multitasking ability
• Accuracy and attention to detail
• Dependability and professionalism
• Ability to prioritize tasks and meet deadlines
• Comfort working independently and as part of a team
• Ability to handle confidential and sensitive information appropriately

Qualifications

• High school diploma or equivalent required
• Associate degree or coursework in accounting, business administration, or finance preferred
• 2+ years of experience in an office assistant, receptionist, or administrative role
• Basic knowledge of accounting principles (AP, AR, invoicing, expense tracking)
• Proficiency in Microsoft Office (Outlook, Word, Excel)
• Strong organizational skills and attention to detail
• Professional communication skills (written and verbal)

Preferred Qualifications

• Experience with accounting or ERP software (e.g., QuickBooks, NetSuite, SAP, or similar)
• Prior experience supporting finance or accounting teams
• Experience in a multi-department or fast-paced office environment