Office Assistant
Front Desk, Accounts Payable, QuickBooks
A Southern California (Yucaipa, CA) contractor is hiring an Office Assistant to support front desk coverage, accounts payable, office records, job paperwork, computer tasks.
Responsibilities
- Answer incoming phone calls, route calls, take messages, and respond to basic customer or vendor information requests.
- Greet visitors and direct customers, vendors, delivery drivers, and other office visitors.
- Monitor office email, sort incoming messages, and forward items to the correct person or file.
- Create, edit, format, print, scan, and file office documents using Microsoft Word and related office software.
- Create and maintain Excel spreadsheets for lists, logs, job records, vendor records, research lists, and tracking reports.
- Enter, organize, and maintain vendor invoices, receipts, statements, payment records, and accounts payable files.
- Use QuickBooks to enter vendor bills, maintain accounts payable records, and support payment preparation.
- Match invoices to supporting paperwork, job information, vendor statements, or internal records when applicable.
- Track accounts payable due dates and prepare payment information for review.
- Maintain digital and paper job folders, customer records, vendor files, permits, insurance documents, photos, and follow-up notes.
- Perform online research for contacts, addresses, property information, public records, project information, vendors, and materials.
- Assist with scheduling, mail processing, office supply orders, data entry, and document filing.
Required Skills and Experience
- Experience answering office phones or handling front desk communication.
- Proficiency with Microsoft Word, Microsoft Excel, email, web browsers, file storage, and general computer use.
- Experience with invoices, vendor bills, statements, receipts, basic bookkeeping records, or accounts payable paperwork.
- Proficiency with QuickBooks is required, including vendor bills and accounts payable records.
- Accurate typing, document formatting, data entry, and record maintenance.
- Prior office assistant, receptionist, administrative assistant, bookkeeping, accounts payable, or construction office experience preferred.
