Office Administrator - Accounting Clerk

What We Offer:

• Generous PTO 

• Retirement plan with match 

• Medical 

• Dental 

• HSA with company contribution 

• Life Insurance, STD, AD&D 

• Salary range $65,000 - $75,000, depending on experience 

Qualifications:

• 5+ years of experience in an Executive Assistant, Office Manager, Administrative Manager, or similar professional office role.  

• Proficiency with QuickBooks Desktop, including accounts payable, accounts receivable, invoicing, and financial reporting.  

• Strong computer skills with Microsoft Office Suite (Word, Excel, Outlook) and Adobe Acrobat.  

• Excellent verbal, written, and interpersonal communication skills with the ability to interact professionally with clients, contractors, and business partners both in person and over the phone. 

• Exceptional organizational skills with the ability to manage multiple projects, priorities, and deadlines simultaneously.  

• Experience supporting project administration, including project setup, documentation management, and client communications.  

• Ability to gather, organize, and manage information from multiple sources, including engineers, contractors, service professionals, and clients.  

• Highly self-motivated, dependable, and capable of working independently with minimal supervision.  

• Strong attention to detail and commitment to maintaining accurate records, financial data, and project files. 

Responsibilities and Scope:

• Manage day-to-day office operations and ensure the efficient functioning of a busy professional engineering office.  

• Provide administrative support to engineers, including dictation, document preparation, correspondence, scheduling, and project coordination.  

• Serve as a primary point of contact for clients, responding professionally to inquiries via phone, email, and in-person interactions. 

• Process accounts payable and accounts receivable transactions and maintain accurate financial records using QuickBooks Desktop.  

• Track employee time and expense reporting and ensure records are completed accurately and submitted on schedule. 

• Prepare invoices, financial reports, and other business-related documentation as required.  

• Maintain organized digital and physical filing systems for project records, engineering reports, technical standards, and reference materials. 

• Coordinate new project intake, including gathering information, creating project records, and maintaining accurate project documentation.  

• Manage project administration activities, including project setup, tracking, and ongoing file maintenance. 

• Work independently to identify administrative needs, solve problems, and support the firm's operations with minimal supervision.