Office Administrator

Beacon Mobility•Norfolk, VA

21d•Onsite

About The Position

Easton Coach Company LLC is seeking an Office Administrator to oversee day-to-day office activities. This role serves as the main point of contact for office operations and provides regular updates to management. The position requires strong administrative, clerical, and accounting support, including managing accounts receivable/payable, processing invoices, handling payments, and troubleshooting accounting-related issues. The Office Administrator will also be responsible for maintaining office efficiency, managing vendor relationships, coordinating space/infrastructure planning, and ensuring office equipment is maintained. Beacon Mobility is an equal opportunity employer committed to diversity and inclusion.

Requirements

Three (2) years of administrative and clerical experience.
Strong business acumen.
Proficient in Microsoft Office.
Excellent communication skills.
Strong working knowledge of customer service principles and practices.
Ability to perform with minimum supervision and make decisions independently.
Ability to obtain a Military Base Pass is a plus.

Nice To Haves

Ability to obtain a Military Base Pass

Responsibilities

Oversee day-to-day office activities as main point of contact and keep management informed regularly via verbal and electronic updates.
Provide direct administrative support as needed, including scheduling appointments, meetings, and events; booking travel; mailing and shipping packages; and updating contacts database and employee lists.
Provide clerical support when needed with assigned administrative duties such as sorting and distributing mail and preparing documents.
Maintain inventory of office supplies; orders new supplies as needed.
Manage all accounts receivable/payable functions for clients.
In-house processing of invoices and processing through/with third party vendors.
Manage transmission, download, and posting of payments files from in house software.
Receive, records, and ensures deposit of all accounts receivable items.
Facilitate and/or conducts research on behalf of managers, accountants, customer service representatives, and executive team members about payment, invoice issues etc.
Trouble-shoot issues with all accounting-related systems and/or accounts receivable, vendor payments and related matters.
Ensure timely response to vendor, client (internal/external) enquiries.
Provide exemplary customer service to all clients, vendors, and other related staff.
Assist executive team members, management, and other personnel on projects.
Ensure office efficiency by maintaining common areas, organizing procedures, handling correspondence, managing file systems, and overseeing supplies and equipment.
Manage vendor relationships, and coordinate food deliveries when requested.
Manage all aspects of space/infrastructure planning (moves, additions, changes to workstations) and provide answers, resources, and solutions when requested.
Perform or facilitate maintenance of office equipment including cleaning, maintenance, and repairs.