Office Administrator

Job Description

The Office Administrator is a detail-oriented and customer-focused administrative professional responsible for supporting front desk operations, customer communications, accounts payable processing, invoice processing support, payment processing support, and general office administration. This role serves as a first point of contact for visitors, callers, customers, vendors, and internal staff while also ensuring accurate financial documentation, complete records, timely invoice processing, and compliance with company financial policies and procedures. The position requires strong organization, professional communication, comfort working with accounting and office software, and the ability to work collaboratively with management, accounting, service, and operations teams.

This job description is to be used as a guideline only and may not incorporate all functions of the job.

Tasks and Responsibilities

• Answer general phone inquiries in a professional and courteous manner and direct calls to the appropriate department or team member.
• Greet visitors, customers, vendors, and employees professionally and provide accurate general information or administrative assistance as required.
• Reply to general information requests with accurate information and escalate inquiries when additional support is required.
• Support accounts payable activities, including vendor invoice processing, payment preparation support, account documentation, and record keeping.
• Review vendor invoices, purchase orders, billing notes, remittance details, transaction dates, and supporting documentation for accuracy and completeness before processing.
• Process vendor invoices using the appropriate method, including accounting systems, email, vendor portals, or other required payable formats.
• Act as the first point of contact for vendor invoice questions, payment inquiries, missing documentation, or incomplete invoice submissions and escalate issues to management, accounting, service, or operations teams as needed.
• Verify that financial transactions comply with company policies and procedures and maintain accurate vendor, invoice, payment, and account records.
• Sort incoming mail, faxes, packages, and deliveries for distribution and prepare outgoing mail, faxes, courier packages, and related correspondence.
• Use word processing, spreadsheet, email, accounting, and enterprise-wide software applications to complete administrative and accounting tasks.
• Provide administrative support to management and other staff, including filing, data entry, document preparation, front desk coverage, and other duties as required.

Skills and Attributes

• Strong attention to detail and record keeping focus to ensure accurate invoice processing, payment documentation, and vendor account documentation.
• Excellent oral and written communication skills with the ability to interact professionally with staff, customers, vendors, visitors, and management.
• Able to process documentation, identify missing information, and understand completeness, formatting, and consistency requirements.
• Efficient and comfortable using technology, including Microsoft Word, Excel, email programs, accounting software, and enterprise-wide systems and applications.
• Strong interpersonal skills, customer service orientation, and willingness to work as part of a team.
• Organized, reliable, and able to balance front desk responsibilities with accounting, billing, and administrative deadlines.

Qualifications

• High School diploma or equivalent required.
• Minimum 2-3 years’ experience in an administrative, reception, accounting, billing, accounts payable, or related office support position.
• Microsoft Office experience required, especially Excel, Word, and email programs.
• Experience with accounting software required; QuickBooks knowledge is considered an asset.
• Working knowledge of construction, service, fire protection, or life safety operations would be considered an asset.

We thank all applicants who apply, but only those candidates who meet the above qualifications will be contacted for an interview.