About The Role

The Administrative Assistant will provide critical support to the Administrator and overall operations by managing daily administrative and transactional tasks with accuracy and urgency. This hourly, full-time role is heavily focused on data entry, invoice processing, and maintaining accurate financial and warehouse-related records. The ideal candidate will be highly organized, detail-oriented, and comfortable working in a fast-paced environment where meeting deadlines and resolving issues quickly is essential. Strong computer skills, familiarity with financial systems, and the ability to collaborate with both administrative and warehouse teams are key to success in this position.

What You'll Do

Assist the Administrator with day-to-day administrative and operational tasks
Enter data accurately into systems such as NetSuite, Bill.com, AutoQuotes, and other internal tools
Process invoices for sales, accounts payable (AP), and accounts receivable (AR)
Maintain detailed invoice logs and backorder reports to ensure accurate tracking and timely resolution
Support item fulfillment processes, including coordinating with warehouse staff and updating system records
Monitor and follow up on outstanding invoices and backorders with a high sense of urgency
Verify invoice and order information for accuracy, resolving discrepancies in a timely manner
Collaborate with warehouse personnel to ensure accurate documentation of shipments and receipts
Generate and update reports related to invoicing, AP/AR, and order status as requested
Respond to internal and external inquiries regarding invoices, payments, and order status
Support process improvements and help streamline workflows related to invoicing and data entry
Maintain organized electronic and/or physical files for invoices, reports, and related documentation

Qualifications

Minimum of 3 years of experience in an administrative, accounting support, or similar role
Experience with AP, AR, invoicing, and basic accounting or transaction processing
Hands-on experience with NetSuite, Bill.com, and AutoQuotes or similar ERP and invoicing systems
Familiarity working with warehouse or distribution operations, including item fulfillment and order tracking
Strong computer skills, including proficiency with spreadsheets, data entry, and office productivity tools
High attention to detail and accuracy when entering and reviewing financial and order data
Demonstrated ability to work with a high sense of urgency and manage multiple tasks and deadlines
Strong problem-solving skills with the ability to identify issues and propose practical solutions
Effective written and verbal communication skills in English
Ability to work both independently and collaboratively with administrative, finance, and warehouse teams
Strong organizational skills and ability to maintain clear, accurate records and documentation

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