Office Assistant

Join a collaborative and supportive team as an Office Assistant, where you will play a vital role in ensuring smooth daily operations and accurate financial recordkeeping. This position is ideal for someone who is detail-oriented, organized, and enjoys working with both internal teams and external partners. As an integral part of the office, you will manage customer and vendor accounts, support billing and payment processes, and help maintain efficient administrative systems. This is an excellent opportunity to contribute to a dynamic work environment while developing valuable administrative and financial skills.

Responsibilities

• Maintain accurate customer account information, billing records, and payment histories.
• Process accounts receivable transactions, including invoicing, payment application, collections follow-up, and account reconciliation.
• Process accounts payable transactions, including vendor invoices, purchase orders, payment requests, and maintaining vendor records.
• Generate, review, and distribute invoices, ensuring all supporting documentation is accurate and complete.
• Monitor outstanding balances and assist with collection efforts to maintain healthy account aging.
• Reconcile customer and vendor accounts and research discrepancies as needed.
• Accurately enter production, financial, and operational data in a timely manner.
• Coordinate with operations and production staff to keep records, billing information, and account details current.
• Assist with ordering materials and maintaining inventory records and related documentation.
• Prepare and submit billing documentation to customers, vendors, and business partners.
• Track payments, process deposits, and support month-end reporting and account reconciliation activities.
• Maintain organized physical and digital filing systems for financial, customer, and operational records.
• Upload, transfer, and manage data across company systems, ensuring data accuracy and integrity.
• Troubleshoot basic system, file transfer, and document upload issues as needed.
• Respond to customer inquiries regarding invoices, account balances, payments, and account status in a professional and timely manner.
• Support general office functions including answering phones, managing correspondence, scheduling, and providing administrative support.
• Assist management with reporting, audits, special projects, and process improvement initiatives.
• Order raw materials for office and plant as needed.

Qualifications

• Strong attention to detail and organizational skills.
• Ability to manage multiple tasks and prioritize effectively in a fast-paced environment.
• Excellent communication skills for interacting with customers, vendors, and internal teams.
• Proficiency with data entry and maintaining accurate records.
• Basic understanding of accounts payable and receivable processes is a plus.
• Comfortable using office software and learning new systems.
• Professional and reliable work ethic.

Benefits

• Medical, dental, and vision
• Short and Long Term Disability available
• HSA/FSA available
• Sick and PTO
• Holidays

Experience and License Requirements

• Accounts Payable and Receivable
• Data Entry and Record Management