Overview We are seeking a professional, organized, dependable, and detail-oriented Administrative Assistant/Receptionist to provide front-office and administrative support to our organization. This position serves as a first point of contact for visitors and callers while supporting management and staff with administrative tasks, document organization, accounting support, HR/payroll support, and day-to-day office operations. The ideal candidate is dependable, professional, comfortable working in a fast-paced environment, able to manage multiple priorities, and willing to learn company procedures and software systems. Reception & Front Office Answer and direct incoming phone calls and take accurate messages. Greet visitors and provide professional front-office assistance. Receive and distribute mail, packages, correspondence, and deliveries. Maintain an organized and professional reception and common office area. Monitor and assist with ordering office supplies. Assist with general office organization and administrative needs. Administrative Support Prepare, scan, copy, print, organize, and distribute documents. Maintain electronic and physical filing systems. Perform data entry and update spreadsheets, databases, and company systems. Assist with routine correspondence, forms, reports, and administrative documentation. Assist with scheduling meetings, appointments, and calendars. Prepare meeting materials and supporting documentation. Maintain contact lists and other administrative records. Complete routine administrative assignments and special projects as directed. Accounting & QuickBooks Support Use QuickBooks Desktop to enter, review, and maintain routine financial and administrative information. Assist with organizing invoices, receipts, purchase documentation, and supporting records. Assist with maintaining accurate administrative and financial records. Provide documentation and information to management and accounting personnel as requested. Maintain organized electronic and physical accounting documentation. Previous hands-on experience with QuickBooks Desktop is required. Experience with QuickBooks Enterprise is preferred. HR & Payroll Support Assist with maintaining organized employee personnel and payroll records. Assist with new-hire paperwork, employee forms, and onboarding documentation. Collect and organize timesheets, time records, and other payroll-related information. Assist with reviewing payroll documentation for completeness before processing. Assist with entering or maintaining payroll-related information in company systems as directed. Maintain records related to employee benefits, insurance, payroll forms, and other employment documentation. Assist with distributing and collecting employee forms, notices, policies, and acknowledgments. Track administrative items such as employee documentation, required forms, and renewal or enrollment deadlines. Assist management and accounting personnel with payroll reports and supporting documentation. Maintain strict confidentiality of employee, payroll, compensation, benefits, and personnel information. Escalate payroll discrepancies, employee concerns, or HR-related questions to the Director of Business Operations & Project Management or appropriate management personnel. Provide administrative HR and payroll support as assigned while following established company procedures. Document & Information Management Organize and maintain electronic company files. Upload, download, rename, organize, and distribute documents. Follow established file naming and folder organization procedures. Collect and organize information requested by management. Maintain confidentiality of company, employee, client, financial, and project information. Meeting & Follow-Up Support Assist with meeting logistics and preparation of materials. Maintain meeting records and supporting documentation when requested. Track routine administrative follow-up items and documentation. Assist management with reminders and administrative deadlines. General Business Support Assist with administrative needs involving multiple related company entities. Maintain appropriate separation of documents, records, correspondence, and transactions between companies. Assist with gathering and organizing information for business opportunities, proposals, submissions, and company records. Perform other administrative duties and special projects as assigned by the Director of Business Operations & Project Management. Required Qualifications Associate degree in Business Administration, Office Administration, Communications, Accounting, Human Resources, or a related field preferred, but not required. Three or more years of relevant administrative, receptionist, office, accounting support, payroll support, customer service, or equivalent professional experience may be considered in lieu of an Associate degree. Hands-on experience with QuickBooks Desktop is required. Strong organizational and time-management skills. Strong written and verbal communication skills. Professional demeanor and customer-service skills. Strong attention to detail and accuracy. Ability to prioritize and manage multiple assignments. Ability to follow instructions and established procedures. Ability to maintain confidentiality when handling employee, payroll, financial, client, and company information. Dependable and punctual. Ability to work independently while following management direction. Comfortable learning and using new software and office systems. Preferred Skills QuickBooks Desktop / QuickBooks Enterprise Payroll and employee-record administration New-hire and onboarding documentation Google Workspace, including Gmail, Drive, Docs, and Sheets Microsoft Word and Excel Electronic document management Typing and data entry Spreadsheet organization and recordkeeping Professional phone, email, and in-person communication Experience supporting multiple companies, departments, or business entities Ideal Candidate The ideal candidate takes pride in keeping an office organized and running efficiently. They are dependable, professional, detail-oriented, willing to learn, and comfortable asking questions when clarification is needed. This position is well suited for someone who enjoys a structured administrative support role and wants to develop additional experience in business operations, accounting support, HR/payroll administration, document management, and organizational processes.

Pay:

From $12.00 per hour Expected hours: 40.0 per week

Benefits:

Dental insurance Health insurance Life insurance Paid time off Vision insurance

Experience:

QuickBooks:

3 years (Required)

Language:

English & Spanish fluently (read, write & speak) (Required)

Work Location:

In person