Office Coordinator / Bookkeeper

Job Overview

We are looking for an enthusiastic, organized Office Coordinator to join our team and help our fast-paced office operate effectively every day. Responsibilities include Accounts Payable, Accounts Receivable, monthly reconciliation, job cost/project tracking, preparing estimates for customers and following-up, answering phones, entering information into the CRM program, coordination of marketing campaigns, various customer service duties and general office organization.

Maintaining files and records including office expenditures and contracts on projects, scheduling appointments and shipping product to customers, managing correspondence and phone calls including welcoming visitors and employees with a cheerful disposition, at times dealing with customer issues, contacting vendors for pricing and availability, and other administrative duties as assigned by management.

To be successful as an office coordinator, you must be reliable, driven, organized and be able to multi-task. Outstanding Office Coordinators should have a passion for managing an organized and enjoyable office environment, a willingness to learn new skills, and the ability to work both independently and within a team.

Office Coordinator Duties and Responsibilities:

• Accounts Payable / Accounts Receivable, monthly reconciliation using QuickBooks
• Preparing estimates in QuickBooks for customers who request pricing for a product line.
• Assist in quoting and providing customer service for wooden shutter and wood storm windows and doors product line.
• Enter customer information into CRM program
• Entering employee time as well as expenses into job costing program
• Answer phone calls with cheerful disposition and manage correspondence (by phone, in person, and e-mail) and be the voice of the company
• Welcome visitors and internal employees with a cheerful disposition
• Keeping several spreadsheets and reports up-to-date in Excel
• Follow office workflow procedures to ensure maximum efficiency
• Maintain files and records with effective filing systems
• Provide reminders of schedules and appointments
• Monitor the financials and contracts of large projects
• At times, deal with customer complaints or issues

• Coordination of Marketing activities and campaigns
• Maintain office equipment and supplies
• Maintain a clean and organized office environment
• Contacting vendors for pricing and product availability

Requirements:

• Previous working experience as an Office Coordinator or Office Manager
• Applicable knowledge of bookkeeping principles and hands on experience with Quickbooks accounting software.
• Detail oriented, ability to multi-task, and organized
• Associates in Accounting and or Administrative Assistant preferred but not required
• Experience with Microsoft Excel, Word, and Outlook
• Outstanding communication and interpersonal skills
• Excellent organizational and time management skills
• Proactive problem solver