Office assistant administrative support

Position Overview

We are seeking a versatile and highly organized Office Assistant to anchor our front desk and drive our back-office logistics. The ideal candidate is the "face" of the company, balancing welcoming reception duties, accurate freight and shipping paperwork, and general accounts receivable tasks to keep our day-to-day operations running smoothly.

Key Responsibilities

Reception & Office Administration

· Front Desk Management: Greet visitors, vendors, and delivery drivers with a professional, welcoming demeanor.

· Communications: Answer multi-line phones, screen and route calls, and respond to general inquiries via phone and email.

· General Clerical: Manage office filing systems, sort and distribute mail, and maintain office inventory/supplies.

Freight & Shipping Paperwork

· Logistics & Documentation: Prepare delivery receipts, packing slips, and load tags for outgoing shipments.

· Freight Tracking: Process shipping and receiving paperwork, verify bills of lading (BOLs), and track incoming/outgoing freight status.

· Driver Coordination: Check-in truck drivers, ensure proper labeling of outbound freight, and assist warehouse staff with necessary logistics paperwork.

Accounts Receivable (AR)

· Billing & Invoicing: Process and send out invoices to clients accurately and on time.

· Payment Processing: Record and reconcile incoming payments, checks, and ACH transactions.

· Account Maintenance: Assist with maintaining ledgers, resolving billing discrepancies, and communicating with clients regarding account statuses.

Qualifications & Skills

· High School Diploma or equivalent required; Associate or Bachelor's degree preferred.

· Previous experience in an office, administrative, or logistics environment.

· Familiarity with accounting principles and experience with AR software (e.g., QuickBooks) is a distinct advantage.

· Basic understanding of shipping/freight documentation (Bills of Lading, packing slips).

· Proficient computer skills, including Microsoft Office (Word, Excel, Outlook).

· Superb organizational skills, time management, and the ability to multitask in a fast-paced environment.

· Excellent verbal and written communication skills.