Office Administrator

Office Administrator Summit Aerospace Inc. - 4.2 Medley, FL Job Details Full-time From $25 an hour 3 hours ago Benefits Health insurance Dental insurance 401(k) Paid time off Employee assistance program Vision insurance Life insurance Qualifications Computer operation Google Workspace Customer communication Microsoft Outlook Customer service Computer literacy Spreadsheets Filing Operations Administrative experience Calendar management Accounting Desktop applications Clerical experience Editing Office (as sales environment) Quality data entry Full Job Description Job Summary We are seeking a dynamic and highly organized Office Administrator to join our team! In this vital role, you will be the backbone of daily office operations, ensuring a smooth and efficient workplace environment. Your energetic approach and exceptional organizational skills will support various administrative functions, enhance customer interactions, and help maintain a professional and welcoming atmosphere. This paid position offers an exciting opportunity to develop your office management expertise while contributing to a thriving organization. Duties

• Record and maintain accurate accounting transactions in the accounting system.
• Reconcile bank accounts and credit card accounts on a regular basis.
• Process accounts payable, including entering vendor bills, matching invoices to supporting documentation, and preparing payments for approval.
• Assist with accounts receivable, including preparing customer invoices, applying payments, and following up on outstanding balances.
• Maintain petty cash records, if applicable.
• Prepare basic financial reports for management, such as profit and loss reports, balance sheets, cash summaries, and aging reports.
• Assist with sales tax filings, business license renewals, insurance renewals, registrations, permits, and other recurring compliance deadlines.
• Process payroll or coordinate payroll processing, including collecting time records, submitting payroll information, and maintaining payroll-related documentation.
• Answer phones, respond to general emails, and direct inquiries to the appropriate person.
• Order office supplies, postage, and other routine office needs.
• Maintain inventory records and update inventory counts in the accounting or inventory system.
• Communicate with customers regarding invoices, payments, order status, or general questions.
• Communicate with vendors regarding invoices, statements, payment status, orders, or missing documentation.
• Maintain customer/vendor compliance files, including W-9s, resale certificates, insurance certificates, shipping account details, payment terms, and accreditation docs.
• Maintain a recurring admin/compliance calendar for renewals, filings, insurance, certificates, licenses, permits, and required follow-ups
• Prepare a weekly admin snapshot: AP, AR, overdue invoices, bills awaiting approval, missing documents, inventory/doc exceptions, and upcoming deadlines.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential function satisfactorily. Reasonable accommodation may be provided to enable a qualified individual with disabilities to perform the essential job functions. Proven office experience with strong computer literacy in Microsoft Office Suite (Word, Excel, Outlook) and Google Workspace applications Demonstrated clerical experience with data entry, filing, proofreading, and document management Excellent organizational skills with the ability to prioritize tasks effectively in a fast-paced environment Strong customer service skills with professional phone etiquette and the ability to handle inquiries courteously Bilingual abilities are highly desirable Experience with multi-line phone systems, calendar management, and administrative support roles such as personal assistant or medical/dental receptionist is preferred Knowledge of bookkeeping software like QuickBooks or similar is a plus Ability to manage time efficiently while handling multiple responsibilities simultaneously Join us as an Office Administrator to bring your energy, precision, and passion for organization into a role that truly makes a difference! We value proactive team players who thrive in collaborative environments and are eager to grow their administrative expertise.

Pay:

From $25.00 per hour

Benefits:

401(k) Dental insurance Employee assistance program Health insurance Life insurance Paid time off Vision insurance

Work Location:

In person