Finance Administrative Assistant

Abode • Fremont, CA

14h • Onsite

About The Position

The Finance Administrative Assistant provides clerical and administrative support to Abode’s finance, accounting, accounts payable, and billing teams. The role includes maintaining office operations and files, handling mail and check distribution, supporting purchase order processes, assisting with invoice scanning and vendor inquiries, and providing administrative support to staff. This is a three-month contract-to-hire position based onsite. Hybrid or remote work may be possible with supervisor approval, depending on job responsibilities, location, and employee suitability.

Requirements

• Associate degree in business administration; equivalent experience may be substituted.
• Three years of administrative experience, preferably in a finance, accounting, or billing department.
• Understanding of confidentiality requirements.
• Excellent oral and written communication, organizational, and time management skills.
• Ability to prioritize and multitask effectively.
• Meticulous attention to detail.
• Ability to learn new tasks and follow instructions quickly.
• Intermediate to advanced Microsoft Office skills.
• Ability to work independently and collaboratively with teams.
• Ability to identify problems or issues and work with a supervisor to develop solutions.

Responsibilities

• Maintain smooth operation of finance and billing offices, including distributing mail, stocking supplies, and coordinating janitorial or maintenance requests.
• Manage conference room schedules and arrange meeting setups as needed.
• Order supplies for finance and billing staff.
• Maintain office equipment, including the postage meter, copier, and printers.
• Prepare mailings and copies; retrieve checks and mail from the administrative office and ensure proper distribution.
• Maintain an accurate filing system and assist with special events and meetings as requested.
• Monitor rush purchase order status and respond to purchase order inquiries.
• Sort, distribute, and mail checks; maintain the authorized check distribution list and verify identification before distributing checks for pickup.
• Safely store checks that have not been distributed or picked up.
• Assist accounts payable with scanning invoices and bills, responding to vendor inquiries, and following up with vendors.
• Prepare ledgers for staff and respond to inquiries about check status.
• Gather supporting documents requested during audits.
• Serve as a liaison between accounting and other departments and provide administrative support to accounting staff.
• Maintain users in SupplyWorks, DocuSign, Zoom, T-Mobile, and Asset Panda.
• Locate and provide check backups not included in monthly invoicing folders when requested.
• Research purchase order status and manage rush purchase order communications among Program, Billing, and Accounting staff.
• Provide administrative support to billing staff and complete other special projects and duties as assigned.

Benefits

• Paid time off: 19 days per year, increasing with tenure.
• 12 paid holidays per year.
• Medical, dental, and vision coverage options for employees, described as 100% coverage.
• Employer-subsidized dependent health care options.
• Employee Assistance Program offering legal and financial services.
• Mental health care service through Teledoc.
• Flexible Spending Account (FSA).
• Commuter benefits.
• Dependent care benefits.
• 403(b) retirement plan with employer match and contribution programs.

What This Job Offers

• Education Level: Associate degree