Office Assistant

Job Summary

The Office Assistant / Receptionist serves as the first point of contact for the organization while providing essential administrative, accounting, and finance support. This role is responsible for front‑desk operations, office coordination, and basic financial tasks such as invoicing support, expense tracking, and data entry. The ideal candidate is highly organized, detail‑oriented, and comfortable balancing administrative and financial responsibilities in a professional office environment.

Key Responsibilities

Front Desk & Administrative Support

• Greet visitors, clients, and vendors in a professional and welcoming manner

• Answer, screen, and route incoming phone calls and emails

• Manage conference room scheduling and visitor logistics

• Receive, sort, and distribute incoming mail, packages, and deliveries

• Maintain organized office files (physical and electronic)

• Order and manage office supplies and coordinate with vendors

• Support onboarding logistics for new hires (badges, workspace setup, basic orientation materials)

• Provide general clerical support to HR, Finance, and leadership teams as needed

Accounting & Finance Support

• Assist with accounts payable and accounts receivable processes

• Enter invoices, expense reports, and receipts into accounting systems

• Support expense report review for completeness and accuracy

• Assist with billing, invoicing, and tracking customer payments

• Maintain accurate financial records and spreadsheets

• Support month‑end close processes with basic reconciliations and documentation

• Coordinate with the accounting/finance team on administrative finance tasks

• Ensure proper filing and retention of financial documents

Office Coordination

• Help maintain office calendars, meetings, and recurring schedules

• Coordinate with internal teams to support daily office operations

• Assist with travel bookings and meeting logistics when needed

• Ensure office areas remain professional, organized, and well‑stocked

 

Key Skills & Competencies

• Excellent interpersonal and customer service skills

• Strong time‑management and multitasking ability

• Accuracy and attention to detail

• Dependability and professionalism

• Ability to prioritize tasks and meet deadlines

• Comfort working independently and as part of a team

Work Environment & Physical Requirements

• Office‑based role requiring regular interaction with employees and visitors

• Ability to sit, stand, and move throughout the office as needed

• Ability to operate standard office equipment

• High school diploma or equivalent required; associate degree or coursework in accounting, business administration, or finance preferred

• 2+ years of experience in an office assistant, receptionist, or administrative role

• Basic knowledge of accounting principles (AP, AR, invoicing, expense tracking)

• Proficiency in Microsoft Office (Outlook, Word, Excel)

• Strong organizational skills and attention to detail

• Professional communication skills (written and verbal)

• Ability to handle confidential and sensitive information appropriately

Preferred Qualifications

• Experience with accounting or ERP software (e.g., QuickBooks, NetSuite, SAP, or similar)

• Prior experience supporting finance or accounting teams

• Experience in a multi‑department or fast‑paced office environment