Job Description

The Administrative Assistant is a multi-role position responsible for supporting the front desk and incoming foot and call traffic, entry level human resources, payroll and accounts payable activities as well as providing general office support to all. This individual ensures timely and accurate payments to vendors while also assisting with employee questions, onboarding, records management, and HR compliance. The ideal candidate is organized, detail-oriented, and capable of handling sensitive information with confidentiality and professionalism and has the ability to take direction from multiple people. The ideal candidate will be able to work independently and will be able to determine the priority of tasks assigned based on the level of importance, due date, etc.

Key Responsibilities:

Human Resources Support (approx. 50%)

• Assist with recruitment, including job postings, resume screening, interview scheduling, and background checks
• Prepare onboarding documents, coordinate and deliver new hire orientation
• Maintain accurate and up-to-date employee files (paper and digital)
• Track employee attendance, PTO, and performance review dates
• Assist with benefits administration (enrollments, terminations, claims support)
• Support HR compliance including EEO, I-9 verification, labor postings, and employee handbooks
• Coordinate employee recognition and engagement initiatives
• Handle confidential information with discretion
• Friendly outlook and willing to help others to achieve the task at hand
• Dependable and on time

Accounts Payable (approx. 50%)

• Review, code, and scan vendor invoices into document repository
• Match purchase orders and receipts to ensure accuracy of billings
• Prepare and process weekly check runs and ACH payments
• Reconcile vendor statements and resolve discrepancies
• Maintain organized records of all A/P transactions and payment history
• Assist with month-end closing activities and reporting
• Respond to vendor inquiries and maintain positive vendor relationships
• Manage Accounts Payable email box for business and respond to all inquiries

Qualifications:

• High school diploma or equivalent required; Associate’s or Bachelor’s degree in Accounting, Business, or Human Resources preferred
• 2+ years of experience in an administrative role with A/P and HR responsibilities
• Knowledge of basic HR functions, employment law, and accounting principles
• Experience with accounting software (e.g., QuickBooks) preferred but not required
• Proficient in Microsoft Office Suite, especially Excel, Word, Outlook and Sharepoint
• Strong organizational, time management, and communication skills
• High level of confidentiality, integrity, and attention to detail

Work Environment:

• Office-based position with standard weekday hours, M-F, 8 AM – 5 PM
• Occasional travel to job sites or company locations may be required
• May involve sitting for extended periods and occasional lifting of office supplies (up to 20 lbs)

Preferred Skills:

• Bilingual (English/Spanish) - Required
• Familiarity with Paycom – Preferred but not required
• Experience in service or janitorial industry – Not required

Compensation:

$22/hr to $27/hr.

Exact compensation may vary based on several factors, including skills, experience, and education.

Benefit packages for this role will start on the 1st day of employment and include medical, dental, and vision insurance, as well as HSA, FSA, and DCFSA account options, and 401k retirement account access with employer matching. Employees in this role are also entitled to paid sick leave and/or other paid time off as provided by applicable law.

Job Tags

Similar Jobs