Office Administrator

We are seeking a skilled Office Administrator to join our team. As an Office Administrator, you will be responsible for handling a variety of administrative tasks essential to the smooth operation of our projects. This role involves managing collections, dispatching phone calls, handling payroll, facilitating new hires, and providing general administrative support. The ideal candidate will be highly organized, detail-oriented, and possess excellent communication skills.

As an Office Administrator, you will be at the heart of our organization, embodying and championing our core values of Dogged Preparation, Relentless Communication, Cultivating a Family Culture, Trailblazing Innovation, and Promise Less – Amaze More

Responsibilities:

1. Collections Management:

• Monitor accounts receivable and follow up with customers regarding overdue payments.
• Negotiate payment arrangements and payment plans with customers.
• Maintain accurate records of collections activities and update customer accounts accordingly.
• Resolve issues in a timely and professional manner.
• Maintain open communication with headquarters regarding overdue invoices and payments.

2.Dispatching Phone Calls:

• Answer incoming calls, providing information, taking messages, and transferring calls to the appropriate person or department.
• Handle customer inquiries and concerns with professionalism and courtesy.
• Schedule operators and manage the job schedule as needed.
• Assist in maintaining a professional and organized front desk area.

3.Payroll Administration:

• Process payroll accurately and on time, ensuring compliance with company policies and procedures.
• Verify timesheets, calculate hours worked, and input payroll data into the payroll system.
• Address payroll-related inquiries from employees and resolve any issues or discrepancies.

4. New Hire Administration:

• Assist in the preparation of new hire packets and onboard new employees.
• Ensure all necessary paperwork, including tax forms, benefits enrollment forms, and employee handbooks, are completed accurately and in a timely manner.
• Coordinate with hiring managers and HR to schedule orientations and training sessions for new hires.
• Serve as a point of contact for new employees during the onboarding process, answering questions and providing guidance as needed. Receipt Collections:
• Collect and organize receipts from various sources, including employees, vendors, and suppliers.
• Verify receipt accuracy and completeness, ensuring they meet expense reimbursement guidelines.
• Record receipt information in expense tracking systems or databases.
• Assist in reconciling receipts with expense reports and financial records.

5. Purchase Order (PO) Entry:

• Enter purchase orders into the company's procurement system accurately and efficiently.
• Verify PO details, including item descriptions, quantities, prices, and vendor information.
• Coordinate with purchasing or procurement departments to ensure timely processing of purchase orders.
• Maintain PO records and update procurement databases as needed

General Administrative Support:

• Perform various administrative tasks such as filing, data entry, photocopying, and scanning documents.
• Assist with office supply management, including ordering supplies and maintaining inventory.
• Coordinate meetings, appointments, and travel arrangements for staff members.
• Collaborate with colleagues and provide support to other departments as needed.

Qualifications:

• Previous experience in an office administration role, with specific experience in collections, phone handling, payroll, and new hire processes.
• Strong communication skills, both verbal and written, with the ability to interact professionally with customers and colleagues.
• Proficiency in using office software applications, including Microsoft Office Suite (Word, Excel, Outlook, Teams, Sharepoint).
• Experience with payroll and familiarity with payroll processing procedures.
• Excellent organizational skills and the ability to prioritize tasks effectively.
• Attention to detail and accuracy in data entry and record-keeping.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Flexibility and adaptability to changing priorities and deadlines.

Job Type: Full-time

Pay: $15.00 - $18.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday
• No nights
• No weekends

Ability to Relocate:

• South Chesterfield, VA 23834: Relocate before starting work (Required)

Work Location: In person