Administrative asssitant

08 Jul 2024

Position Summary

We are looking for a bright, energetic and organized Office Administer help the business with daily workplace tasks for our Philadelphia office.

The ideal candidate will exhibit high standards, excellent communication skills, and have an ability to take initiative, and prioritize daily tasks on their own. A strong ability to take charge and meet tight deadlines will ensure your success in this multi-faceted role.

Office Administrators must be proficient in industry-specific software tools such as QuickBooks Enterprise, Teams and Microsoft Office, Oracle and SAP. Office Administrators also need to have exceptional writing, speaking and presentation skills and be adept at organizing events with clients. They should be familiar with office rules and regulations and have adequate experience to support day-to-day operations


QuickBooks Management

Accounts Receivables/Payable

Creating, Managing, Tracking and sending invoicing or payments to Suppliers and Vendors.

Proposal and estimate creation

Input Supplier / Vendor information into systems and keep updated

Clerical Duties

Answering phones, faxing, assisting clients, scanning, and mailing

Develop, implement and oversee organization of filing systems

Weekly Bank Reconciliation with Owner

Complete all Accounting related daily, weekly and monthly processing

Bank deposits of paper payments

VCard / Credit Card Payments

Act as Liaison between RFDI and landlord regarding any minor facilities projects, maintenance requests, or issues.

Schedule and confirm meetings for owners and senior management.

Ensure file organization based on office protocol

General Company Support:

Manage and facilitate weekly office status meetings for company invoicing, estimates, sales orders and purchase orders with senior Management.

Note taking for weekly job status meetings with internal divisions.

Plan Office Social Functions at owners’ direction (Monthly Company Meetings, Holiday gatherings, Etc)

Provide ad hoc support around office as needed


Strong interpersonal, customer service and communication skills

Ability to multitask

Excellent verbal and written communications skills

Have an excellent attendance record.

Proficient in Microsoft Office suite

Knowledgeable with QuickBooks Enterprise for accurate data entry.

Outstanding organizational and time management skills

Familiarity with office gadgets and applications (e.g. e-calendars and copy machines)

High School degree

College degree a plus

5 year + of corporate experience is preferred but not necessary

Suitable transportation