Office Coordinator

Position Summary The Office Coordinator plays a critical role in the company's financial and administrative operations, with a strong focus on accounting, bookkeeping, and QuickBooks Online management . This position is responsible for maintaining accurate financial records, managing accounts payable and receivable, supporting payroll, and ensuring smooth daily office operations. The ideal candidate is highly organized, detail-oriented, and experienced in accounting processes, with the ability to prioritize tasks, meet deadlines, and support both management and the sales team.

Key Accountabilities and Responsibilities:

The Office Coordinator is expected to perform the following essential functions as business needs require: Accounting & Bookkeeping (Primary Focus)

• Maintain and manage all Accounts Payable (A/P) and Accounts Receivable (A/R) records within QuickBooks Online.
• Set up vendors and customers, maintain contact records, and ensure proper classification of transactions.
• Generate and send daily invoices upon completion of work orders.
• Manage the Accounts Payable process , including scheduling automatic payments and tracking due dates.
• Oversee the Accounts Receivable process to ensure timely collections and adherence to payment terms.
• Support the General Manager with payroll processing , ensuring accuracy and timeliness. Administrative & Office Operations
• Screen and manage incoming phone calls; oversee phone system setup, forwarding, and voicemail during normal business hours.
• Maintain organized filing systems for all company documentation, including work folders, invoices, and financial records.
• Monitor and order office supplies on a weekly basis to support office efficiency.
• Coordinate the uniform program for team members.
• Collaborate with the Service Manager and technicians to support phone, tablet, and technology needs.

Additional Responsibilities:

In addition to the duties listed above, the Office Coordinator may be assigned other responsibilities as needed. This role requires flexibility and the ability to follow additional job-related instructions from corporate leadership and ownership to support the overall success of the business.

Competencies Required:

Proven work experience as an Administrative Coordinator, Administrator, or similar role Excellent interpersonal skills with customer, vendors and team members. Strong computer literacy with MS Office Suite (particularly MS Word and MS Excel) Familiarities with office equipment, like printers and fax machines Basic accounting skills Experience with Quickbooks Online platform Solid time-management abilities with the ability to prioritize tasks Excellent verbal and written communication skills High school diploma; additional qualification in Office Administration is a plus Ability to communicate well with others and work independently or as a team. Ability to troubleshoot problems and work toward a solution. A valid driver's license and acceptable driving record. Demonstrate great customer service Must be able to pass a pre-employment drug test. A commitment to working and driving safely at all times.

Pay:

$20.00 - $28.25 per hour

Benefits:

401(k) 401(k) matching Dental insurance Health insurance Life insurance Paid time off Tuition reimbursement Vision insurance

Work Location:

In person