Bookkeeper/Office Admin

Department: Back Office

Reports To: CEO, CFO and Administrative Manager

FLSA Status: Full- Time Nonexempt

Job purpose

The Bookkeeper/Office Manager provides administrative and corporate support to all departments with general clerical and secretarial duties, and completes recurring essential administrative tasks. They also complete payments and controls expenses by receiving, processing, verifying, and reconciling invoices.

Duties and responsibilities

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Answer incoming phone calls, take down orders from customers, direct phone calls to proper department.
• Prepare Invoices, Sales Estimates, Debits and Credits in QuickBooks Online. 
• Posts customer payments by recording cash, checks, and credit card transactions.
• Provides clerical support when needed to assist clerical staff with assigned administrative duties such as answering phones, sorting and distributing mail, and preparing documents.
• Maintains office files; implements an efficient system for other staff to access files and records.
• Respond to emails and online customer service inquiries with pre-approved templates. 
• Receive, sort, and distribute all incoming mail. Prepare all outgoing mail.
• Maintain, order, stock office & kitchen supplies for the Company.
• Plan and organize company and community events, trainings and meetings.
• Coordinate travel and stay arrangements for incoming guests and out of town employees when necessary.
• Analyzing Information.
• Prepares weekly accounts receivable reports.
• Maintain and manage accounts payable.
• Oversees the daily work activities of the back office.
• Performs other related duties as assigned.

Skills and Qualifications

• Experience with QuickBooks is required. QuickBooks Online experience preferred.
• Bachelors in Business Administration or related field of study preferred.
• At least 2 years of administrative experience preferred.
• Must be able to work in both a team environment and also with minimal supervision.
• Must be reliable, punctual and have excellent attendance.
• Excellent organizational skills and ability to work independently.
• Proficiency in Microsoft Office, including Outlook, Excel, and Word.
• Ability to problem solve, analyze information, and demonstrate professionalism
• Must display sophisticated writing and interpersonal communication skills.

Working conditions

• This job operates in a clerical office and warehouse setting. This role routinely uses standard office equipment such as computers, phones, photocopiers, scanner, filing cabinets and fax machines.

Physical requirements

• The worker is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading;
• Sedentary work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time.
• Must be able to sit or stand for up to 8 hours a day.