Office Coordinator

Responsibilities:

•  Front Office & Customer Service Leadership
• Reception & Communication: Serve as the professional and welcoming first point of contact for the company. Answer and direct phone calls, manage the general office email, and greet all visitors.
• Customer/Vendor Support: Manage customer and supplier records, including current contact details. Route calls, inquiries, and customer requests to the appropriate team members quickly and professionally.
• Office Administration: Order and manage office supplies, handle incoming/outgoing mail and shipments, and coordinate general office organization and maintenance needs.


•  Core Accounting & Financial Support
• Accounts Receivable (A/R): Generate and issue customer invoices. Monitor A/R status and follow up on overdue payments professionally to ensure timely cash flow.
• Accounts Payable (A/P): Process supplier invoices that are approved for payment, ensuring accurate recording and timely processing to avoid late fees.
• Transaction Recording: Accurately record daily financial transactions (sales, purchases, receipts, and payments) in the accounting software, ensuring proper categorization according to the Chart of Accounts.
• Bank Reconciliation: Perform regular reconciliation of bank statements with internal accounting records, identifying and resolving any discrepancies.


•  Payroll & Compliance Assistance
• Payroll Preparation: Collect and prepare data for payroll for management approval; process payroll accurately and on time.
• Employee Records: Maintain employee earning, deduction, and tax withholding records, and manage Paid Time Off (PTO) requests.
• Tax Documentation: Assist in gathering data for and filing relevant tax returns (e.g., sales tax, payroll tax).


•  Financial Reporting & Process Support
• General Ledger (G/L) Maintenance: Post routine journal entries and ensure the G/L accurately reflects the company's financial transactions.
• Reporting Assistance: Assist in preparing basic financial statements (Income Statement, Balance Sheet) for management review.
• Records Management: Organize and maintain all financial and office documentation securely and accessibly for compliance and audits.

Qualifications:

• Proven experience in a combined role: Bookkeeping/Accounting Support and Office Administration/Coordination.
• Demonstrated proficiency with QuickBooks.
• Familiarity with or the ability to quickly learn ERP systems.
• Foundational understanding of GAAP and financial reporting principles.
• Exceptional attention to detail for both financial record-keeping and customer communications.
• Adaptable and Proactive: Proven ability to manage multiple priorities, switch between tasks quickly, and take initiative to solve problems.
• Excellent communication skills (written and verbal) and a professional phone/in-person demeanor.