Finance Administrative Assistant

Abode • Fremont, CA

1d • $26 - $29 • Onsite

About The Position

The Finance Administrative Assistant provides clerical and administrative support to Abode’s finance, accounting, and billing teams. The role includes maintaining office operations and files, preparing mailings and copies, distributing and safeguarding checks, supporting accounts payable and billing workflows, assisting with audit documentation, and completing other administrative duties and special projects as assigned. The position is onsite, with possible eligibility for hybrid or remote work subject to supervisor approval and factors such as job responsibilities, remote location, and employee suitability. It is a three-month contract-to-hire position.

Requirements

• Associate degree in business administration; equivalent experience may be substituted.
• Three years of administrative experience.
• 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.

Nice To Haves

• Administrative experience in a finance, accounting, or billing department.

Responsibilities

• Maintain smooth operation of the finance and billing offices, including distributing mail, stocking supplies, and coordinating janitorial and maintenance requests.
• Manage conference-room schedules and arrange meeting setups as needed.
• Order supplies for staff in the finance and billing offices.
• Maintain office equipment, including the postage meter, copier, and printers.
• Prepare mail and copies; pick up checks and mail from the administrative office and distribute mail appropriately.
• 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; verify identification before releasing checks for pickup; and safeguard 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 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 perform other assigned duties and special projects.

Benefits

• 19 days of paid time off per year, increasing with tenure.
• 12 paid holidays per year.
• Medical, dental, and vision coverage options for employees at 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 options for commuter, health care, and dependent care.
• 403(b) retirement plan with employer match and contribution programs.

What This Job Offers

• Education Level: Associate degree