Office Administrator

Job Summary

We are seeking an organized, detail-oriented Office Assistant to manage daily administrative tasks, financial record-keeping, and outbound logistics. In this hybrid role, you will serve as the backbone of our daily operations—handling everything from customer invoicing and QuickBooks entry to order fulfillment, shipping label creation, and general office reception.

Key Responsibilities

Bookkeeping & Financial Support (40 %)

• Perform daily data entry of sales receipts, vendor bills, and employee expenses in QuickBooks
• Generate and distribute customer invoices and process incoming credit card or check payments
• Monitor accounts receivable and conduct polite, professional collections follow-ups on overdue accounts.

Shipping, Receiving & Logistics (40%)

• Pick, pack, and securely box customer orders according to company standards.
• Utilize shipping software (UPS WorldShip, FedEx Ship Manager, ShipStation) to weigh packages, compare rates, and print labels.
• Prepare shipping documents including packing slips, Bills of Lading (BOL), and customs paperwork for international orders.
• Inspect incoming freight deliveries for accuracy and signs of damage; log received goods into inventory software.
• Monitor warehouse supply levels (boxes, tape, bubble wrap) and flag items for reorder.

General Office Administration (20%)

• Answer multi-line phone systems, route calls to appropriate team members, and take accurate messages.
• Greet visiting clients, vendors, and delivery drivers with a professional demeanor.
• Maintain organized physical and digital filing systems for vendor invoices, client accounts, and operational records.

Qualifications & Skills

• Experience: 1–3 years of experience in an office setting, with direct exposure to basic accounting/bookkeeping and parcel shipping.
• Software Proficiency: Hands-on experience with QuickBooks (Online or Desktop) and shipping platforms (UPS, FedEx, or multi-carrier software like ShipStation). Higher preference for proficiency in Microsoft Excel.
• Physical Demands: Ability to lift up to 40 lbs routinely to pack, lift, and stack shipping boxes or incoming inventory.
• Soft Skills: Excellent written and verbal communication, reliable time-management skills, and a strong eye for detail.
• Education: High school diploma or equivalent required; Associate’s degree in Business Administration or Accounting is a plus.