Overview
We are seeking a highly organized and detail-oriented Office Administrator to join our team. This role is vital in ensuring the smooth operation of our office functions, providing exceptional support to staff and clients alike. The ideal candidate will possess strong administrative skills, proficiency in various software tools, and excellent customer service abilities. Experience with medical or dental office procedures is a plus, but not required. This position offers an opportunity to work in a dynamic environment where organizational skills and professionalism are highly valued.
Responsibilities
- Manage front desk operations, including greeting visitors and answering multi-line phone systems with professional phone etiquette
- Perform data entry and maintain accurate records using Microsoft Office, Google Workspace, and QuickBooks
- Handle filing systems, document proofreading, and general clerical tasks to support daily office functions
- Provide customer support by addressing inquiries, scheduling appointments, and ensuring excellent customer service standards
- Assist with bookkeeping, invoicing, and basic financial record keeping as needed
- Maintain organized office environment and ensure supplies are stocked and equipment is functioning properly
- Collaborate with team members to improve administrative processes and enhance overall office efficiency
Requirements
- Proven experience in an administrative or clerical role, preferably within a medical or dental office setting
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook), Google Workspace, QuickBooks, and basic computer skills
- Strong organizational skills with attention to detail; ability to multitask effectively in a fast-paced environment
- Excellent written and verbal communication skills; professional phone etiquette required
- Experience with data entry, filing systems, proofreading, and document management
- Ability to handle customer service interactions with professionalism and courtesy
- Prior experience with front desk operations and multi-line phone systems preferred
- Knowledge of bookkeeping or basic financial procedures is a plus
- High school diploma or equivalent required; additional administrative training or certification is advantageous
- Billing & Invoicing: Generate precise customer invoices and manage accounts receivable daily.
- QuickBooks & Financials: Input data, track payments, and reconcile vendor bills in QuickBooks.Time Tracking: Collect, verify, and log field technicians' hours to prepare for weekly payroll.
- Dispatch & Scheduling: Answer incoming customer calls, assess plumbing emergencies, and schedule jobs efficiently.
- Office Upkeep: Take pride in keeping your workspace organized, clean, and professional.
- Supplier Coordination: Order specialized parts from plumbing suppliers and track inventory arrivals
- Software Proficiency: Strong, hands-on experience using QuickBooks and Microsoft Office (Excel and Word)
- .Industry Experience: Previous experience working in a plumbing, HVAC, or construction office is highly preferred.
- Communication Skills: Excellent phone etiquette with the ability to handle stressed clients professionally.
- Detail-Oriented: Exceptional accuracy when handling numbers, hours, and invoicing details.
- Reliability: A self-starter who can manage their own day and keep the office organized independently.
Pay: $16.00-$20.00 per hour
Work Location: In person
