Office Assistant

Job DetailsJob Location: Oregon, Albany - Albany, OR 97322Position Type: Full TimeEducation Level: High SchoolJob Shift: DayJob Category: Admin - ClericalJob Summary

The Office Assistant / Receptionist serves as the first point of contact for the organization while providing essential administrative, accounting, and finance support. This role is responsible for front‑desk operations, office coordination, and basic financial tasks such as invoicing support, expense tracking, and data entry. The ideal candidate is highly organized, detail‑oriented, and comfortable balancing administrative and financial responsibilities in a professional office environment.

Key Responsibilities

Front Desk & Administrative Support

Greet visitors, clients, and vendors in a professional and welcoming manner

Answer, screen, and route incoming phone calls and emails

Manage conference room scheduling and visitor logistics

Receive, sort, and distribute incoming mail, packages, and deliveries

Maintain organized office files (physical and electronic)

Order and manage office supplies and coordinate with vendors

Support onboarding logistics for new hires (badges, workspace setup, basic orientation materials)

Provide general clerical support to HR, Finance, and leadership teams as needed

Accounting & Finance Support

Assist with accounts payable and accounts receivable processes

Enter invoices, expense reports, and receipts into accounting systems

Support expense report review for completeness and accuracy

Assist with billing, invoicing, and tracking customer payments

Maintain accurate financial records and spreadsheets

Support month‑end close processes with basic reconciliations and documentation

Coordinate with the accounting/finance team on administrative finance tasks

Ensure proper filing and retention of financial documents

Office Coordination

Help maintain office calendars, meetings, and recurring schedules

Coordinate with internal teams to support daily office operations

Assist with travel bookings and meeting logistics when needed

Ensure office areas remain professional, organized, and well‑stocked

Key Skills & Competencies

Excellent interpersonal and customer service skills

Strong time‑management and multitasking ability

Accuracy and attention to detail

Dependability and professionalism

Ability to prioritize tasks and meet deadlines

Comfort working independently and as part of a team

Work Environment & Physical Requirements

Office‑based role requiring regular interaction with employees and visitors

Ability to sit, stand, and move throughout the office as needed

Ability to operate standard office equipment

Qualifications

High school diploma or equivalent required; associate degree or coursework in accounting, business administration, or finance preferred

2+ years of experience in an office assistant, receptionist, or administrative role

Basic knowledge of accounting principles (AP, AR, invoicing, expense tracking)

Proficiency in Microsoft Office (Outlook, Word, Excel)

Strong organizational skills and attention to detail

Professional communication skills (written and verbal)

Ability to handle confidential and sensitive information appropriately

Preferred Qualifications

Experience with accounting or ERP software (e.g., QuickBooks, NetSuite, SAP, or similar)

Prior experience supporting finance or accounting teams

Experience in a multi‑department or fast‑paced office environment