General Office Assistant

Overview

We are looking for a highly organized and tech-savvy Administrative Assistant to serve as the backbone of our daily operations. In this role, you will be the primary link between our field team and our clients while maintaining the financial integrity of our projects through QuickBooks Online. The ideal candidate is a proactive problem-solver who can navigate logistics and precise administrative tasks with ease.

Primary Responsibilities

• Financial Administration: Lead all QuickBooks Online functions, including creating invoices, tracking project expenses, tracking day-to-day account receivable, and customer payment follow-up/record keeping
• Logistics & Schedule: Coordinate daily fleet schedules and organize drivers/technicians for residential and commercial projects, ensuring route efficiency and timely arrivals.
• Bilingual Client Support: Act as the first point of contact (Phone, Email, Chat) for English and Spanish-speaking customers, providing professional updates on service status and logistics.
• Operational Tracking: Utilize Transportation Management Systems (TMS) to monitor shipments and service calls, maintaining meticulous digital records of all interactions.
• Office Management: Assist with shipping/receiving documentation and general clerical duties to ensure the office runs at peak operational efficiency.

Required Qualifications

• QuickBooks Expert: Proven experience managing accounts and data entry within QuickBooks Online is non-negotiable.
• Bilingual Fluency: Professional-level verbal and written communication skills in both English and Spanish.
• Technical Proficiency: Strong typing skills and the ability to manage a multi-line phone system while multitasking in a fast-paced environment.
• Detail Oriented: High accuracy in data entry with an analytical approach to transportation planning and supply chain dynamics.

Preferred Experience

• Prior knowledge of commercial and residential garage door or related construction/service industries.

Why Join Us?

You will play a critical role in a growing company where your contributions directly impact our bottom line and customer satisfaction. We value team members who are timely, responsible, and ready to take ownership of their workspace. We value commitment, organization, and genuine contribution to the company growth. We recognize and reward dedication and strong performance, compensation is adjusted through periodic performance evaluation.

Job Type: Full-time

Pay: $17.00 - $19.00 per hour

Expected hours: 40.0 – 45.0 per week

Application Question(s):

• Have you worked with Quickbooks Online?

Work Location: In person