An Office or Administrative Assistant performs administrative work in an office. Works in a wide variety of office settings, such as a company or business, or a government office or school. Manages paper and electronic files, uses office equipment including computers, responds to phone calls and emails, routes mail and maintains calendars and schedules.
Office Manager Job Summary Clean Co Systems is seeking an organized and dependable Office Assistant / Accounts Payable Clerk to support daily office operations and manage routine accounts-payable activities. Applicants must have previous experience using QuickBooks for accounts-payable or bookkeeping functions. This position is responsible for processing vendor invoices, maintaining payment records, preparing payments for approval, communicating with vendors, and providing general administrative support. The ideal candidate is detail-oriented, comfortable working with numbers, and capable of managing multiple responsibilities in a fast-paced industrial service environment. Primary ResponsibilitiesAccounts Payable Receive, review, and organize vendor invoices. Verify invoices against purchase orders, receipts, job documentation, and management approvals. Enter invoices accurately into QuickBooks and assign them to the correct vendor, expense account, and job. Maintain accurate vendor information and accounts-payable records in QuickBooks. Identify missing information, incorrect charges, duplicate invoices, and other discrepancies. Communicate with vendors and company personnel to resolve invoice questions. Maintain vendor files, payment records, W-9 forms, and supporting documentation. Review vendor statements and confirm that invoices, payments, and credits are properly recorded. Prepare checks, ACH payments, and other payment information for management review and approval. Track invoice due dates and help ensure vendors are paid according to approved terms. Maintain an organized list of outstanding bills and upcoming payment obligations. Record approved payments and file the related documentation. Assist with company credit-card receipt collection and transaction reconciliation. Prepare accounts-payable reports and supporting documentation when requested. Assist management and accounting personnel with month-end account research and documentation. Protect confidential financial, vendor, employee, and company information. Office and Administrative Support Answer and direct incoming telephone calls. Monitor general office emails and route messages to the appropriate employee. Greet visitors, vendors, customers, and applicants professionally. Scan, copy, organize, and maintain electronic and physical records. Assist with preparing estimates, proposals, purchase orders, and other company documents. Help collect and organize job tickets, receipts, field paperwork, and billing documentation. Enter and update information in company spreadsheets, databases, and software. Assist with customer and contractor-compliance portals, including ISNetworld, NCMS, and VeriforceONE. Order and maintain office supplies as authorized. Coordinate appointments, meetings, deliveries, and administrative schedules. Provide clerical support to Accounts Receivable, Estimating, Human Resources, Operations, and Management as needed. Follow company safety, confidentiality, recordkeeping, and document-control procedures. Perform other reasonable administrative duties assigned by the Office Manager or management. Required Qualifications High school diploma or equivalent. Previous office administration, bookkeeping, or accounts-payable experience. Previous hands-on experience using QuickBooks for accounts payable, invoice entry, vendor records, and payment processing. Understanding of invoices, purchase orders, vendor statements, credits, and payment terms. Working knowledge of Microsoft Outlook, Word, and Excel. Strong data-entry, organizational, and recordkeeping skills. Ability to communicate professionally with vendors, customers, and coworkers. Ability to handle confidential information responsibly. Strong attention to detail and the ability to identify errors or missing documentation. Ability to prioritize assignments and meet deadlines with limited supervision. Reliable attendance and professional conduct. Preferred Qualifications Two or more years of accounts-payable or bookkeeping experience. Experience reconciling vendor statements and company credit-card transactions. Experience working for an industrial service, construction, maintenance, transportation, or field-service company. Familiarity with ISNetworld, NCMS, VeriforceONE, or other contractor-compliance systems. Experience reviewing purchase orders, job-cost information, receipts, and vendor documentation. Skills Needed for Success QuickBooks proficiency Accuracy and attention to detail Organization and time management Professional written and verbal communication Basic accounting and mathematical skills Problem-solving and follow-through Ability to manage multiple assignments Dependability and accountability Ability to work effectively as part of a team About Clean Co Systems Clean Co Systems provides specialized industrial cleaning and support services to customers throughout the refining, petrochemical, power-generation, and industrial sectors. Our company is committed to safe work practices, dependable service, strong performance, and professional customer support. Clean Co Systems is an equal opportunity employer.
Pay:
$18.00 - $21.00 per hour
Benefits:
Dental insurance Health insurance Paid time off Vision insurance
