Administrative Assistant / Office Manager with Light Bookkeeping

All-Time Painters•Wayne, NJ

27d•Hybrid

About The Position

We are seeking a highly organized and detail-oriented Administrative Assistant / Office Manager with light bookkeeping duties to join our team. This role is crucial for ensuring the smooth operation of our office and providing essential support to our staff and clients. The ideal candidate will have a proven track record in administrative support, office management, and basic bookkeeping, with a strong ability to multitask and maintain accuracy in a fast-paced environment.

Requirements

Proven experience as an administrative assistant, office manager, or similar role, with a strong background in office management and light bookkeeping.
Strong organizational and multitasking abilities.
Proficiency in Microsoft Office Suite (Excel, Word, Outlook, etc.) and basic accounting software (QuickBooks, Xero, etc.).
Basic knowledge of bookkeeping principles and practices.
Excellent written and verbal communication skills.
High level of accuracy and attention to detail when handling financial documents and office operations.
Ability to handle administrative challenges and problem-solve in a fast-paced environment.
Strong work ethic and ability to work independently.
High school diploma or equivalent.

Nice To Haves

A degree or certification in business administration or accounting is a plus.

Responsibilities

Answer and direct phone calls, emails, and other communications professionally.
Schedule and manage appointments, meetings, and events.
Organize and maintain office files, both digital and physical.
Assist in managing daily office operations, ensuring all tasks are completed efficiently.
Prepare and process customer estimates, invoices, and other documentation as needed.
Oversee office supplies and equipment inventory, placing orders as necessary.
Manage office maintenance, ensuring the workspace is clean and organized.
Serve as the first point of contact for clients and visitors, providing excellent customer service.
Assist in maintaining financial records, including accounts payable/receivable.
Track and record business expenses, ensuring accuracy and completeness.
Prepare bank deposits, reconcile accounts, and assist with payroll processing.
Work with the accounting team to prepare financial reports and ensure compliance.
Assist with any ad-hoc tasks and support other departments as needed.
Coordinate with vendors and suppliers to ensure timely delivery of materials.