We are seeking a highly organized, detail-oriented, and people-friendly Administrative Assistant / Bookkeeper for our client. This vital role supports all internal office functions while serving as the front-line representative for their company. From answering phones and welcoming guests to managing their financial records, the person in this position helps ensure smooth day-to-day operations and contributes to a positive company image. This role requires a professional who is comfortable working independently, juggling multiple tasks, and communicating clearly with people at all levels. If you thrive in a fast-paced environment, love variety in your day, and enjoy helping others succeed—this position is for you.
KEY RESPONSIBILITIES:
Office & Administrative Support
• Answer and direct phone calls, screen telemarketing calls
• Greet guests and act as a liaison for customer inquiries
• Handle incoming/outgoing mail, faxes, and emails
• Replenish office and break room supplies
• Maintain and archive corporate and financial documents
• Monitor office equipment (copier, supplies, etc.)
Financial & Bookkeeping Duties
• Manage accounts receivable and accounts payable (invoicing, payments, reconciliation)
• Process payroll and handle related recordkeeping
• Verify and track royalties and commissions
• Make bank deposits and handle related banking duties
• Reconcile credit card receipts and statements
Data Management & CRM
• Maintain and update sales databases (Excel/Smartsheet)
• Manage CRM contacts and mailing lists
• Generate ad hoc Excel spreadsheets and reports
• Assist with Power BI and report development (a plus)
Customer & Vendor Support
• Communicate with clients and vendors regarding inquiries, invoices, and payments
• Investigate cost-saving opportunities with suppliers
• Assist with insurance, utilities, credit card, and telecom account management
Sales & Marketing Support
• Prepare and ship marketing collateral, sales kits, and literature
• Support inside sales efforts and customer follow-up
• Help organize holiday mailings and licensee outreach
Additional Duties
• Assist in travel arrangements for staff
• Provide occasional support for project coordination and marketing presentations
• Perform other office-related tasks as assigned
REQUIRED SKILLS & QUALIFICATIONS:
• High School Diploma required; some college preferred
• Proficient in Microsoft Office (Word, Excel, Outlook)
• Experience with QuickBooks Online (QBO)
• CRM familiarity (HubSpot, Zoho, or similar)
• Excellent verbal and written communication skills
• Strong organizational and time-management skills
• Able to multitask and work independently
• Positive, outgoing, and team-oriented attitude
• Comfortable interfacing with clients at various education levels
BONUS SKILLS (Not Required but Preferred):
• Experience in inside sales or lead generation
• Familiarity with PowerPoint and sales presentation support
• Project management experience
• Experience using SmartSheet, Power BI, Sharepoint, Confluence, or similar tools
