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Now viewing: Office Administrator
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CLI Enterprises
Office Administrator
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Job Description
Position Summary We are looking for an organized, detail-oriented Office Administrator to support daily operations. You will report directly to the owner of the company and are their go-to person to keep the day-to-day office functions organized. This is a small business, and everyone helps everywhere so you will need to be willing to do what needs to be done. You must be a QuickBooks Online guru. This role is the first point of contact with customers and plays a key part in scheduling, sales support, and day-to-day bookkeeping. The ideal candidate is comfortable on the phone, confident using QuickBooks Online and general office software, and able to juggle multiple priorities in a fast-paced environment. Has potential to evolve into Office Manager role as business grows. Key Responsibilities
- Perform general office and administrative computer tasks (email, documents, spreadsheets, filing)
- Answer incoming calls and respond to inquiries professionally
- Prepare and send customer invoices
- Record and categorize expenses, invoices, payments, and transactions accurately in QuickBooks Online
- Record customer deposits and final payments
- Reconcile bank and credit card accounts monthly
- Enter and manage accounts payable, including entering and paying vendor bills
- Prepare basic financial reports (e.g., profit & loss, accounts receivable aging, metrics dashboard, cash forecast) for the owner
- Schedule customer appointments and coordinate calendars between owner, route operators, service technicians, and supply deliveries
- Contact customers to confirm upcoming appointments
- Look up pricing and prepare quote documents for customers
- Look up print part and equipment schematics and spec sheets
- Assist with sales support as needed
- Order materials and supplies, and assist Parts Manager tracking inventory needs
- Organize the office and keep it organized
- Create an update standard operating procedures
- Other tasks as needed and required Required Skills & Qualifications
- Extensive experience using QuickBooks Online
- Experience using Microsoft Excel; minimum of data entry and creating charts and graphs
- Solid understanding of bookkeeping principles
- Strong, professional phone and customer service skills
- Comfortable with general computer use (email, Microsoft Office, or similar)
- Strong organizational skills and attention to detail, especially with financial data entry
- Ability to multitask and prioritize in a busy office setting
- Discretion and confidentiality with financial and customer information
- Prior office, scheduling, or bookkeeping, preferred Work Environment This is an in-office position supporting field operations, requiring regular phone and computer use throughout the day.