Administrative Assistant/ AP Clerk

What you will do

Primary Duties :

• Serve as the first point of contact for the company, managing front desk operations, greeting visitors, and directing them appropriately.
• Answer, screen, and forward incoming phone calls while providing basic information when needed.
• Receive, sort, and distribute daily mail / deliveries and manage outgoing mail.
• Maintain security by following procedures, controlling access via the reception desk (monitor logbook, issue visitor badges).
• Perform daily kitchen stocking, including refreshments and supplies, and ensure the kitchen area is tidy and clean.
• Maintain office supplies, and kitchen inventory by checking stock to determine inventory level, anticipating needed supplies, placing, and expediting orders for supplies.
• Support various departments with administrative tasks including scheduling appointments, arranging meetings, and preparing reports / documents.
• Oversee and support all administrative duties in the office and ensure that the office is operating smoothly.
• Other duties as assigned by Accounting Supervisor.

Secondary Duties :

• Manage the accounts payable process including invoice processing, maintaining expense reports, and preparing payments for signature.
• Regularly update and maintain financial records and ensure accurate entry of data in accounting systems like Wolf PAC and NetSuite.
• Prepare financial documents such as bills, invoices, accounts payable, and other financial records in a timely manner so there are not any past due payments.
• Support monthly and quarterly audits and cleanups by providing necessary documentation and information.
• Perform reconciliations of accounts to ensure their accuracy.

About You

Preferred Qualifications / Experience

Required Skills :

• Excellent organizational and time management skills.
• Strong communication and interpersonal skills.
• Proficiency in Microsoft Office Suite, specifically Excel, Word, and Outlook.
• Solid understanding and experience with accounting software, particularly Wolf PAC and NetSuite.
• Ability to multitask and prioritize daily workload.
• High attention to detail and problem-solving skills.

Education and Experience :

• A degree in Business Administration, Finance, Accounting, or a related field is preferred.
• A minimum of 3-5 years of experience in an administrative assistant role with responsibilities for accounts payable.

Work Environment :

This role operates in a professional office environment and routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines.

Physical Demands :

• The position is largely desk-based and will require sitting for extended periods.
• The role may involve moving supplies or small pieces of office equipment weighing up to 20 pounds.

Travel Requirements :

Minimal travel may be required occasionally for office errands or supplier visits.

Your Benefits :

• Competitive benefits package including health insurance, retirement plan options, paid vacation, and sick leave.
Employment Type :
• Full-Time
• Full-Time

Equal Employment Opportunity Statement :

We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.

Please note : This job description is not a comprehensive list of duties. Responsibilities and requirements may change as deemed necessary by the needs of the department or company, and additional duties may be assigned by the Director of Human Resources