Office Administrator (Part-Time)

Instrumental Group is looking for an Office Administrator to join our team!

As an Office Administrator you will be required to work in office to support the entire team by maintaining a clean, organized, and stocked environment as well as adding additional value by handling timely invoicing, accounts receivable, and accounts payable duties.

This will be a hybrid role after the training period. Mondays, Wednesdays, and Fridays will be in office and Tuesdays and Thursdays will be work from home.

This position is hourly and will work 10-20 hours per week and the specific hours are flexible.

In this role, your responsibilities will be:

• General Office Administration
  • Process incoming and outgoing mail
  • Send New Hire Kits
  • Manage office supply inventory
  • Manage Snacks-Costco online ordering
  • Water plants, stock fridge
  • Manage all incoming calls to the office line
  • Manage office travel-booking flights, rental cars, and lodging as appropriate or needed
  • Manage Office Vendor Relationships (Cleaning company, Landscaping, Snow Plow, Gutter Cleaners, Coffee Company etc.)
  • Coordinate office events (lunch in's, happy hours, in person training, etc.)
• Invoicing
  • Send accurate invoices out at the right time
  • Track upcoming automated invoices & verify/update revenue group & sub-group breakdown with contracts
  • Upload Invoices to Client Portals as appropriate
  • Insure accuracy of accounting contacts for Clients updating as necessary
  • Manage PO#'s to ensure they are reflected correctly on invoices before sent
• Accounts Receivable
  • Track & know the status of all current invoices out
  • Perform client collections outreach for past due invoices
  • Process client payments
  • Process weekly deposit
  • Records Management - Save paper and digital copies of all payments
• Accounts Payable
  • Credit card expense reconciliation
  • Bank reconciliation
  • Pay outstanding Invoices via check, ACH, or wire transfer
  • Process employee expense reimbursements
  • Manage payment inquiries from vendors
  • Records Management - Save Paper and digital copies of all payments

• Excellent written and verbal communication skills
• Experience with Google Suite
• Experience with QuickBooks
• Ability to multitask
• Business professionalism
• Integrity
• Great attention to detail
• Ability to think analytically

• High School Diploma
• General Office Experience
• Major plus if you have experience with HubSpot! (not required)