Office Administrator / Administrative Specialist (QuickBooks Expert)

We are seeking a highly qualified and detail-oriented Office Administrator to manage a variety of essential office tasks, including invoicing, accounts receivable follow-ups, ordering, pricing, and general administrative duties. The ideal candidate must be proficient in QuickBooks (especially QuickBooks Online) and comfortable learning and adapting to new systems and processes. This role requires excellent organizational skills, initiative, and a high level of accuracy and professionalism in communication.

Key Responsibilities:

• Create and manage customer invoices accurately in QuickBooks
• Make follow-up calls and send emails for accounts receivable (AR) collections
• Process and track orders, update pricing, and coordinate with vendors and customers
• Maintain organized digital and physical records of orders, invoices, and payments
• Support data entry and general office functions such as filing, email correspondence, and scheduling
• Learn and operate other internal tools and software as needed (training will be provided)
• Prepare simple reports on AR status, order fulfillment, or vendor communications
• Collaborate with team members to streamline workflow and improve office efficiency

• Advanced proficiency in QuickBooks (especially QuickBooks Online)
• Strong skills in Microsoft Office (Excel, Word) and Google Workspace
• Excellent communication skills, both written and verbal
• Ability to prioritize tasks and work independently with minimal supervision
• Fast learner with a willingness to adapt to new systems and tools
• Strong attention to detail and ability to manage multiple tasks efficiently