Parttime Administrative Assistant

Position Summary

The Administrative & Accounting Coordinator provides administrative, scheduling, invoicing, and accounting support to ensure efficient day-to-day office operations. This role is responsible for managing production and delivery schedules, processing sales and purchase orders, coordinating invoicing activities, maintaining business records, and providing general support to the accounting function.

Key Responsibilities

Administrative Support

• Answer and direct incoming phone calls professionally.
• Manage incoming and outgoing mail and correspondence.
• Monitor and respond to emails in a timely manner.
• Scan, file, and maintain letters and other business documents.
• Order and maintain office and kitchen supplies.
• Provide general administrative support to management and staff.

Scheduling & Coordination

• Maintain and update the Master Production Schedule on a weekly and monthly basis.
• Maintain and monitor the Master Delivery Schedule to ensure timely order fulfillment.
• Coordinate information between departments to support production and delivery requirements.

Accounting & Invoicing Support

• Prepare and send weekly and monthly Accounts Receivable (AR) reminder emails.
• Maintain weekly invoice and credit memo files and related documentation.
• Process monthly O365 invoicing for remote offices.
• Maintain the monthly Spain interest schedule.
• Generate and process monthly invoices for Realty and Sanctuary Center accounts.
• Assist with sales order and purchase order processing.
• Maintain accurate records of financial transactions and supporting documents.
• Provide general support to the accounting department, including filing, recordkeeping, and administrative assistance.

Qualifications

• High school diploma or equivalent; associate degree in Business Administration, Accounting, or related field preferred.
• Previous experience in administrative support, office administration, or accounting support.
• Proficiency with Microsoft Office 365 (Excel, Outlook, Word).
• Strong organizational and time-management skills.
• Excellent verbal and written communication skills.
• Ability to manage multiple tasks and meet deadlines.
• Attention to detail and accuracy in recordkeeping and data entry.

Key Competencies

• Organization and planning
• Customer service orientation
• Attention to detail
• Communication skills
• Problem solving
• Confidentiality and professionalism
• Teamwork and collaboration

This position serves as a central support role for office operations, scheduling activities, and accounting processes, helping ensure timely communication, accurate invoicing, and efficient workflow management.