The Office Administrator is responsible for day-to-day accounting and support functions required to maintain a professional and smoothly-operating office. Duties range from working with Microsoft Dynamics GP for AR, AP, and Purchasing, to fielding calls and making travel arrangements. Due to the wide range of responsibilities, the Office Administrator must be highly organized, driven, and willing to help out wherever is needed.
The Office Administrator will report directly to the President of Sweeney Controls, but will work with all Sweeney Controls team members to provide the support required to enable each individual to focus the majority of their time on their primary duties.
Responsibilities
The Office Administrator plays a crucial role in the everyday functions of our business by performing the following core duties:
- Carry out the entire Accounts Payable function, promoting positive vendor relationships and keeping supplies flowing to meet project deadlines
- Process vendor invoices and payments
- Keep it Clean by managing company credit cards, balancing monthly statements and ensuring proper documentation of receipts
- Updates parts costs as price increases are issued
- Preserve and promote the company’s financial health by owning the entire Accounts Receivable function
- Foster clean communication with our clients and resolve open receivables to a current balance by auditing work orders, creating and sending invoices, and entering client payments on account
- Connect with clients for collection on past due accounts
- Be an agent of compliance with the filing of state sales tax reports
- Be a Hero and set your teammates up for success by maintaining and improving our space, and helping the team fulfill our mission and vision
- Answer and route incoming calls
- Manage office supplies
- Act as an assistant to the President
- Assist with quality assurance administration by conducting client satisfaction survey interviews
- Make travel arrangements for staff as needed
- Plan and oversee company functions including parties and team building events
- Manage special projects such as moves, and furniture acquisitions
- Assist other team members with administrative tasks as needed
- Do you Best, Always by completing all Accounting processes in a timely manner, with a less than 1% error rate
Qualifications
- 2 year degree in accounting or business
- Microsoft Dynamics GP accounting software experience
- Possess knowledge of accounting principles and practice
- Highly organized and able to manage concurrent tasks to completion
- Detail oriented; ability to pay attention to the minute details of a project or task
- High level of accuracy
- Ability to handle many interruptions throughout the day while completing work
- Ability to prioritize tasks without assistance
- Desire to seek out more tasks during slow times
- Maintain positive attitude throughout all tasks and interactions with others
- Strong interpersonal skills for interacting on multiple levels with co-workers, clients and vendors
- Good working knowledge of Windows PC, Microsoft Office (Outlook, Excel and Word)
Physical Requirements
- Requires prolonged sitting, some bending, stooping and stretching
- Requires eye-hand coordination and manual dexterity sufficient to operate a keyboard, photocopier, telephone, calculator and other office equipment
- Hearing must be in the normal range for telephone contacts
- Ability to lift up to 20 lbs
If this sounds like a good fit for you, email your resume, cover letter, and salary requirements to hr@sweeneycontrols.com today!