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Administrative Assistant | Accounting & Receptionist

Are you organized, detail-oriented, and the kind of person who keeps everything running smoothly? Do you love checking things off your to-do list, keeping numbers in line, and helping an office run like a well-oiled machine?

We’re looking for a dependable, motivated Administrative Assistant / Accounting / Receptionist to join our team! This is a great opportunity for someone who enjoys variety, stays organized under pressure, and can juggle multiple responsibilities with a smile.

THE JOB AT A GLANCE

Position: Administrative Assistant, Accounting & Receptionist

Department: Accounting / Reception

Schedule: Full-Time

Pay Type: Salary

Reports To: President / Staff Accountant

WHAT WILL YOU BE DOING:

Payroll Pro:

Collect payroll information and prepare accurate, timely payroll reports and checks.
Complete certified payrolls and Davis-Bacon worksheets for applicable projects.
Enter shop and field employee hours into the shop order database.
Process employee expense reports and manage petty cash.
Assist with year-end tax documents and prepare new-hire paperwork packets.

Accounts Receivable & Job Files:

Prepare and send customer invoices as directed by management.
Create commercial invoices when needed.
Request and manage insurance certificates.
Keep job files organized and paperwork right where it belongs!

Accounts Payable:

Process incoming vendor invoices.
Prepare, print, and organize checks for mailing and payment.

Accounting & Reporting:

Prepare month-end reports to help the Staff Accountant close the books.
Keep accounting records and paperwork organized.
Assist with special reports requested by management.
Help organize and archive prior-year files at year-end.

Office All-Star Duties:

Answer incoming calls and connect callers with the right people.
Coordinate UPS orders and shipments.
Keep the soda machine stocked and managed.
Make sure coffee supplies are ready to fuel the team! ?
Pitch in on additional office duties as needed.

YOU MIGHT BE THE PERFECT FIT IF YOU:

Love organization, accuracy, and getting the details right.
Can handle numbers, paperwork, and deadlines responsibly.
Communicate professionally and enjoy helping others.
Can switch gears between accounting tasks and front-office responsibilities.
Take initiative, work efficiently, and bring a dependable, team-focused attitude.

READY TO BE THE PERSON WHO KEEPS IT ALL TOGETHER?

If you’re ready for a full-time role where your organizational skills, attention to detail, and willingness to help make a difference every day, we’d love to hear from you!

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Apply for Admin / Accounting / Receptionist at QuickStaff