Office Administrator

Automotive Art•Miami, FL

43d•$18 - $21

About The Position

We are seeking a dedicated and organized Office Administrator to join our team. The Office Administrator will play a crucial role in supporting various departments, including accounts payable, accounts receivable, human resources, and executive management. This position requires strong organizational skills, proficiency in Microsoft Office Suite, and excellent communication abilities. The ideal candidate will be fluent in both English and Spanish and have a proactive approach to managing office operations and administrative tasks.

Requirements

Previous experience in office administration or related field preferred
Proficient in Microsoft Office Suite (Word, Excel, PowerPoint)
Strong organizational skills with attention to detail
Excellent communication and interpersonal skills
Ability to multitask and prioritize tasks effectively
Familiarity with phone systems and front desk operations
Must be fluent in English and Spanish

Responsibilities

Support the accounts payable process by administering electronic and physical inboxes, distribution of invoices and related documents.
Assist in recording and reconciling accounts payable for company expenses.
Support the accounts receivable process with production and distribution of customer statements, monitoring and applying payments to customer accounts.
Assists with paying vendors, entering ACH and wire payments for approval as well as setting up recurring payments and following up with A/R customers.
Assist with Human Resource filing and personnel administration, supporting processes such as onboarding, terminations, time keeping, time away/PTO, benefit enrollments, background checks, etc.
Coordinate the company's training programs to ensure that all Safety and other required training and employee certification are carried out are current.
Coordinate office organization and filing.
Purchase and manage supplies and equipment, maintaining inventory of office supplies, sales support materials, business cards, and other items.
Prepare and distribute mail, coordinate package deliveries and mailings, notify recipients of deliveries and handles courier shipping requests.
Maintain company phone list, key contact information.
Answer and direct incoming telephone switchboard and respond to general inquiries.
Greet clients, vendors and visitors.
Oversee facility management functions such as cleaning crew, maintenance vendors, and overall cleanliness and presentation.
Maintaining general business machines: fax, copier/scanners, postage meter, telephones.
Support the company’s vehicle fleet administration and driver compliance (vehicle registrations, toll passes, fuel cards, insurance, driver safety training, etc.)
Provide administrative and other miscellaneous support to Senior Executive Management.
Additional projects including drafting correspondence, presentation, etc. when requested, other ad-hoc duties and responsibilities as assigned.