Job Details

Job Summary:

We are seeking a detail-oriented and proactive Office Administrator to support our daily administrative and financial operations. This key team member will be responsible for managing payroll, accounts receivable and payable, collections, and general bookkeeping. The ideal candidate has hands-on experience with QuickBooks Desktop and Online, and preferably HindSite Software, and is familiar with the unique operational and insurance processes within commercial service industries.

Key Responsibilities:

Financial Administration

• Process weekly/bi-weekly payroll accurately and on time
• Manage the accounts receivable process, including invoicing, payment tracking, and customer collections
• Monitor and process accounts payable, ensuring timely payments to vendors
• Reconcile bank and credit card statements monthly
• Maintain accurate and up-to-date financial records in QuickBooks Desktop and Online

Administrative Support

• Maintain organized digital and physical filing systems
• Support preparation of monthly and year-end financial reports
• Serve as a point of contact for internal office needs, vendors, and some client communications

Operational Coordination

• Use HindSite Software to support scheduling, invoicing, and job costing (preferred)
• Support contract management and renewal processes for commercial clients
• Assist with onboarding paperwork and compliance for field staff

Insurance and Compliance

• Assist in managing commercial insurance documentation, including COIs, policy renewals, and claims support
• Ensure compliance with insurance requirements for commercial clients and vendors

Qualifications:

• 3+ years experience in office administration, payroll, and bookkeeping
• Proficient with QuickBooks Desktop and Online
• Experience in commercial services industries (e.g., landscaping, HVAC, pest control, etc.) preferred
• Familiarity with HindSite Software or similar job-costing/scheduling systems a plus
• Solid understanding of accounts receivable, collections, and payables processes
• Basic knowledge of commercial insurance practices and requirements
• Strong organizational skills and attention to detail
• Ability to work independently and maintain confidentiality