We are seeking a detail-oriented and highly organized Administrative Assistant with a strong background in accounts management, invoicing, and purchase order (PO) processes. The ideal candidate will support daily administrative operations while ensuring accurate financial record-keeping and effective coordination between departments.
Key Responsibilities:
Administrative Support:
* Provide comprehensive administrative support to management and other team members.
* Manage schedules, organize meetings, and prepare documentation as needed.
* Maintain office supplies inventory and ensure a well-organized workspace.
Accounts and Invoicing:
* Process, record, and track invoices with accuracy and attention to detail.
* Assist with accounts payable and receivable tasks, ensuring timely payments and collections.
* Reconcile financial transactions and support month-end closing activities.
Purchase Orders (PO):
* Create, review, and process purchase orders in accordance with company policies.
* Coordinate with vendors and suppliers to ensure accurate and timely deliveries.
* Maintain and update PO records, ensuring compliance with budgetary guidelines.
Document Management:
* Maintain organized and up-to-date records for financial transactions, POs, and invoices.
* Prepare and distribute reports as needed for management and auditing purposes.
* Handle confidential information with discretion and professionalism.
Communication and Coordination:
* Act as a liaison between internal departments and external stakeholders for accounts and purchasing matters.
* Respond promptly to inquiries related to invoices, POs, or financial documentation.
* Support team members with ad hoc projects and tasks as needed.
Qualifications and Skills:
* Experience: Minimum of 2 years of experience in administrative roles with a focus on accounts, invoicing, and POs.
* Education: High school diploma required; an associate's or bachelor's degree in business administration, accounting, or a related field is preferred.
* Technical Skills:
o Proficiency in Microsoft Office Suite (Excel, Word, Outlook).
o Experience with accounting software and ERP systems (e.g., QuickBooks, SAP, Oracle).
o Familiarity with PO management systems and invoicing tools.
o Strong organizational and multitasking abilities.
o Excellent attention to detail and accuracy.
o Strong communication and interpersonal skills.
o Ability to work independently and as part of a team.
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