Administrative Assistant (QuickBooks Specialist)

Overview

We are seeking a reliable and detail‑oriented Administrative Assistant / Office Administrator with strong QuickBooks, Accounts Receivable/Accounts Payable (AR/AP), and banking experience. This onsite role in Collingdale, PA supports daily administrative operations and essential bookkeeping functions to ensure the office runs smoothly and financial processes remain accurate and timely.

Key Responsibilities

Office Administration

• Serve as the primary point of contact for visitors, clients, and incoming calls.
• Maintain organized filing systems (digital and paper), manage correspondence, and prepare/format documents.
• Support scheduling, calendar coordination, and meeting logistics.
• Order and maintain office supplies and general office upkeep.
• Assist with onboarding paperwork and other administrative HR-related tasks.
• Coordinate with vendors, service providers, and internal team members as needed.

QuickBooks, AR/AP & Banking

• Manage Accounts Receivable: create invoices, apply payments, follow up on outstanding balances.
• Manage Accounts Payable: enter bills, process vendor payments, track due dates, and maintain accurate records.
• Perform bank reconciliations, verify transactions, and maintain accurate cash flow reporting.
• Prepare financial summaries and transaction reports for leadership.
• Assist with weekly and monthly financial close activities.
• Work with leadership, external accountants, or finance partners to ensure accurate and compliant bookkeeping.

Required Qualifications

• 2+ years of administrative office experience.
• Hands-on QuickBooks experience (Desktop or Online).
• Practical experience managing AR/AP and performing bank reconciliations.
• Strong attention to detail and excellent organizational skills.
• Ability to prioritize and manage multiple tasks in a fast-paced environment.
• Strong communication skills, both written and verbal.
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook).
• Willingness and ability to work 100% onsite in Collingdale, PA.

Preferred Qualifications

• Experience working in a small business or professional services environment.
• Familiarity with handling sensitive financial and client information.
• Comfort working in a role that blends administrative support with financial responsibilities

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