Office Administrator Position Available In Davidson, Tennessee

Office Administrator 2.7 2.7 out of 5 stars 240 Great Circle Rd # 344, Nashville, TN 37228 Position Overview This position is part of the Finance and Accounting department of the A Head for Profits (AHFP) ownership group. This role is responsible for managing vendor payments, processing invoices, and supporting financial operations to ensure accurate and timely disbursements. This position reports directly to the Controller and other key executive personnel. General Duties and Responsibilities Process and record vendor invoices daily in QuickBooks and other accounting systems including customer billing portals. Investigate any missing invoices or receipts Review and reconcile monthly vendor statements to ensure accuracy and timely resolution of discrepancies. Update and maintain vendor records, including W-9s, contact details, and payment preferences – ACH, wire instructions, credit card number or check. Communicate with vendors to resolve invoice discrepancies, missing documentation, or payment issues. Ensure timely payment of invoices by coordinating approvals and following payment schedules. Manage and track company expenses, including petty cash, job costing, and expense reports. Assist in reconciling AP transactions with monthly Profit & Loss (P&L) statements for accurate financial reporting. Identify and correct areas of misclassification to increase transparency in reporting. Become fully knowledgeable with the entire Accounting system of Chart of Accounts and how our activities translate to the Financial Statements Coordinate with Operations/Management to obtain missing invoices and necessary details for accurate accounting records. Maintain accurate and up-to-date AP records in QuickBooks, Google Drive, and other financial tracking systems. Participate in recurring accounting meetings and collaborate with internal teams to improve AP processes. Re-prioritize daily and weekly tasks as needed to meet deadlines in a fast-paced environment. Manage assigned email and respond promptly to internal and external messages Other duties as assigned by the Controller and key executive personnel. Required Skills Customer service Professional Telephone etiquette Superb written and verbal communication skills. Strong time-management skills and multitasking ability. High school diploma Proven experience as a bookkeeper, office assistant, or in another relevant administrative role. Working knowledge of office equipment. Proficient in Microsoft Office (Word, Excel, Outlook) with the aptitude to learn new software and systems. Acute attention to detail. Experience in quickbooks and other accounting software

Benefits & Compensation:

$18.00-$21.00/hr based on experience a structured incentive program tied to key performance indicators (AP1, AP2, and AP3), with pay increases at each level to reward achievement and professional development. A benefits package valued at more than $10k•. This includes a 401(k) plan with company matching, medical coverage plans customized to suit your needs, and a commitment to work/life balance through our paid time off (PTO) programs, paid company holidays Sick Pay Growth opportunities Disclaimer This job description is not intended to be all-inclusive. Employees may perform other related duties as negotiated to meet the company’s ongoing needs. The acceptance of this agreement results in the automatic termination of any and all existing contracts.