Administrative Assistant (Business Office)

Abington Friends•Jenkintown, PA

8d•Onsite

About The Position

Abington Friends School seeks a highly organized and detail-oriented Administrative Assistant to support the Chief Financial and Operations Officer (CFOO) and Business Office team. The role organizes, prioritizes, and coordinates office activities, projects, and daily operations, providing administrative support and assisting a wide range of constituencies. This is a full-time, 12-month, on-site position in Jenkintown, Pennsylvania, with hours from 8:00 a.m. to 4:30 p.m., Monday through Friday.

Requirements

1–3 years of experience in an administrative, front desk, or junior bookkeeping/accounts payable role.
Minimum of an associate degree.
Basic understanding of accounts payable workflows, invoice routing, and vendor management.
Excellent organizational skills and strong attention to data accuracy and record-keeping.
Clear, friendly, and professional communication skills for greeting visitors and coordinating with vendors.
Ability to handle confidential information with discretion.
Proficiency with Google Workspace and/or Microsoft Office.
Familiarity with accounting software databases.
Valid driver’s license or reliable local transportation for occasional bank runs and mail collection.

Responsibilities

Greet visitors, manage guest sign-ins, and control and release front-door access.
Issue purchase order numbers as requested.
Take deposits to the local bank as needed.
Receive, enter, and route vendor invoices to appropriate approvers.
Scan physical invoices and maintain digital accounts payable records.
Initiate and process weekly payment runs and prepare manual checks as necessary.
Communicate with vendors about invoice routing and update vendor contact information.
Review monthly vendor statements and request copies of missing invoices.
Request, collect, and file Form W-9s from new and existing vendors.
Issue tax exemption certificates to vendors as required.
Assist with gathering and organizing documentation for financial audits.
Handle incoming and outgoing mail pickup and drop-off.
Monitor and order office supplies to maintain inventory.
Request and manage vendor Certificates of Insurance (COIs).
Perform ongoing data cleanup, including standardizing vendor payee names, phone numbers, and addresses.
Assist with rental paperwork processing.
Send weekly tracking reminders to employee credit card holders.
Provide additional clerical and operational support to the CFOO and team members as needed.