Office Administrator

About This Role

An Office Administrator supports accounting functions and general office administration for a wholesale medical supply company. This role is based at the company's Ontario location and reports to the Supply Chain Manager, with accounting functions guided by the Controller. The position suits a detail-oriented individual who can contribute to providing high-quality personal care products to customers.

Responsibilities

• Prepare and send customer invoices, and record customer payments and deposits
• Follow up with customers on past-due invoices by phone and email
• Answer customer billing questions and keep customer account records up to date
• Enter vendor bills, match them to purchase orders and route them for approval
• Help prepare vendor payments and keep vendor files organized
• Keep track of recurring bills so payments go out on time
• Process employee expense reports and company credit card receipts
• Answer the main phone line and general inbox
• Assist with customer order entry, shipping paperwork and order-status questions
• Keep company calendars, schedule meetings and help with vendor and customer correspondence
• Maintain organized paper and digital files, keeping confidential records secure
• Help with month-end tasks and reconciliations under the Controller's direction
• Take on other projects and duties as assigned to keep the business running smoothly

Requirements

• Ability to prioritize tasks, handle interruptions and meet deadlines
• Strong written and verbal communication skills, including courteous but persistent collections follow-up
• Ability to work independently and as part of a small team
• 2+ years of experience in accounts receivable, accounts payable and collections
• Proficiency in QuickBooks and Microsoft Excel
• Strong understanding of basic accounting concepts and principles
• Excellent attention to detail and accuracy
• Able to work onsite
• 5 years of Accounting experience
• 5 years of QuickBooks experience

Benefits

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible spending account
• Health insurance
• Retirement plan

Important Details

• Expected hours: 40.0 per week

About the Company

Secure Personal Care Products is a wholesale medical supply company headquartered in the San Francisco Bay Area, with operations centered at its Ontario, CA location.