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Job Summary:
We are seeking a highly organized and detail-oriented Office Administrator to join our team. The Office Administrator will be responsible for providing administrative support to the company in the Human Resources (HR) and Accounting departments. The ideal candidate will have a strong background in HR and Accounting processes, excellent communication skills, and the ability to handle sensitive and confidential information with professionalism and discretion.
Duties and Responsibilities:
Human Resources (HR):
- Assist with the recruitment and onboarding process, including posting job openings, scheduling interviews, and preparing new hire paperwork.
- Maintain employee records, including personnel files, benefits information, and performance evaluations.
- Coordinate employee training and development programs.
- Assist with payroll processing, including timekeeping, deductions, and ensuring accuracy of employee records.
- Support HR initiatives, such as employee engagement activities, performance management, and policy implementation.
- Respond to employee inquiries regarding HR policies, benefits, and procedures.
- Assist with HR reporting and data analysis.
Accounting:
- Assist with accounts payable and accounts receivable functions, including processing invoices, issuing payments, and reconciling accounts.
- Maintain accurate financial records and documentation.
- Assist with month-end and year-end financial closing processes.
- Prepare financial reports and assist with budgeting and forecasting.
- Assist with payroll processing, including data entry and ensuring compliance with payroll regulations.
- Support the preparation of tax filings and audits.
- Assist with general bookkeeping tasks, such as recording transactions and maintaining financial spreadsheets.
General Administrative Support:
- Answer and direct phone calls, take messages, and respond to inquiries.
- Greet and assist visitors, ensuring a professional and welcoming environment.
- Manage office supplies and inventory, and place orders as needed.
- Coordinate meetings, appointments, and travel arrangements for HR and Accounting staff.
- Assist with document preparation, formatting, and proofreading.
- Maintain confidentiality of sensitive information and handle it with discretion.
- Provide general administrative support to the HR and Accounting departments as needed.
Qualifications:
- Bachelor's degree in Human Resources, Accounting, Business Administration, or a related field is preferred.
- Proven experience in HR and Accounting roles, with a strong understanding of HR and Accounting principles and processes.
- Knowledge of HR and Accounting software and systems.
- Excellent organizational and time management skills.
- Strong attention to detail and accuracy.
- Excellent written and verbal communication skills.
- Proficient in using Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Ability to handle sensitive and confidential information with professionalism and discretion.
- Strong problem-solving and analytical skills.
- Ability to work independently and as part of a team.
- Knowledge of relevant HR and Accounting laws and regulations is a plus.
- QuickBooks Desktopnbsp;
- Service Titan knowledge is a plus
- Bilingual in Spansh is a plus
Working Conditions:
The Office Administrator will primarily work in an office environment, with regular office hours. Occasional overtime may be required during busy periods or to meet deadlines. The position may involve sitting for extended periods and using a computer for data entry and administrative tasks.
This job description is intended to convey information essential to understanding the scope of the Office Administrator (HR and Accounting) position and is not an exhaustive list of duties, skills, efforts, responsibilities, or working conditions associated with it. Management reserves the right to modify, add, or remove duties as necessary.
