The Office Administrator is responsible for the day-to-day financial, administrative, and customer-facing operations of the company. This position owns invoicing, accounts receivable, accounts payable, basic accounting, inventory control documentation, payroll prep, vendor and state filings, and front-office customer support. The Office Administrator is the operational backbone of the office, working directly with the Director of Operations, the warehouse team, the field sales team, and our outside accountant.\nThis role requires accuracy, follow-through, strong communication, and the ability to manage many recurring tasks on a daily, weekly, and monthly cadence without being prompted.\n________________________________________\nEssential Duties and Responsibilities\n1. Invoicing and Order Processing\n1. Generate customer invoices and create back orders as needed.\n2. Monitor email inboxes for "bill out only" item requests and process accordingly.\n3. Verify accuracy of order details, pricing, and customer information before invoicing.\n2. Accounts Receivable\n1. Enter Shopify and ACH payments into QuickBooks and balance the bank deposit record.\n2. Run merchant services transactions and reconcile QuickBooks deposit entries to the bank.\n3. Enter check payments and prepare bank deposits.\n4. Send monthly customer statements.\n5. Send past-due notifications via email and follow up via phone.\n6. Verify all open sales orders monthly.\n3. Accounts Payable\n1. Enter received inventory into QuickBooks.\n2. Attach vendor bills to receive inventory records and note any vendor price changes.\n3. Notify vendors of any discrepancies on received orders (shortages, damages, mispicks, pricing).\n4. Pay bills on schedule, taking advantage of early payment discounts and avoiding credit card surcharges where possible.\n5. Enter credit card purchases into QuickBooks and code to the correct accounts.\n4. Basic Accounting\n1. Process sales expense reimbursement checks for field sales staff.\n2. Monitor and reconcile company credit card accounts.\n3. Monitor and reconcile company bank accounts.\n4. Enter interest charges on loan payments.\n5. Maintain petty cash and front counter register float.\n6. Update sales tax rates and watch for changes by state.\n7. Work with the outside accountants (Angie and Val) at year-end as needed for tax prep and reporting.\n5. Administrative\n1. Total payroll hours and submit to the accountant by the payroll deadline.\n2. Calculate and send monthly commission statements to field sales staff.\n3. Support the field sales team as needed with quotes, account history, and order coordination.\n4. Maintain organized paper and email files for sales and vendor records.\n5. Order office supplies and janitorial supplies as needed.\n6. Complete vendor credit applications when requested.\n7. File state business registrations and maintain registered agent status in all required states.\n8. Renew company vehicle tabs and registrations.\n9. Manage employee insurance enrollment, changes, and renewals.\n\n6. As Needed Customer and Office Support\n1. Answer incoming phone calls and route or assist as appropriate.\n2. Assist walk-in wholesale and retail customers with orders, questions, and product information.\n3. Help maintain a clean and professional work environment, including the break room, showroom, front office, and restroom.\n4. Assist in the warehouse with picking, packing, or receiving when workload demands.\n7. Inventory Control\n1. Batch in inventory receipts from packing slips into QuickBooks.\n2. Monitor drop shipments: track shipments, process related sales orders, and batch in upon delivery confirmation.\n3. Send purchase orders when requested and verify vendor confirmations.\n4. Send the monthly NuVin sales statement by state.\n5. Perform physical inventory counts and inventory adjustments as needed throughout the year.\n6. Complete the yearly inventory adjustment in coordination with the Director of Operations and accountant.