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Receptionist / Administrative Assistant

Oregon Five Star Enterprises
Salem, USA
Part-time
Mid
Onsite
Discovered 1 weeks ago

Full Job Posting

What You’ll Do

  • You'll run the front desk and keep our office records in order. Part of your day is people: answering phones, greeting visitors, and helping our crews, project managers, vendors, and customers. The other part is paperwork: logging payments, matching invoices, and getting timecards ready for payroll. Most days it's both at once. We're looking for someone who's friendly with people and careful with numbers.
  • Day-to-Day
  • Answer phones, greet visitors, and get each person to the right place
  • Sort mail, email, invoices, statements, and payment documents
  • Record customer payments, issue receipts, and let accounting know
  • Match supplier invoices to statements, route them to the right project manager for approval, and send approved ones on for payment
  • Review timecards and track hours, reimbursements, and leave for payroll
  • Keep calendar, billing and project trackers, and reimbursement records up to date
  • Prepare and send routine invoices
  • Follow up with employees, managers, customers, vendors, and our accountant for anything missing
  • Keep payroll and payment information confidential
  • What We’re Looking for
  • Accurate with numbers. You catch the timecard that doesn't add up and the invoice billed twice
  • You'll see everyone's pay and every customer's balance, and it stays with you
  • Calm on the phone and friendly in person, even mid-task
  • Organized enough to juggle payroll, invoice approvals, and month-end deadlines
  • Comfortable with QuickBooks or similar, Microsoft 365, and web-based tools
  • Able to work the posted schedule consistently, including payroll and month-end days
  • Office, bookkeeping, payroll, or accounts-payable experience strongly preferred. Construction-office experience is a plus
  • Don’t check every box? If you're reliable, careful, and good with people, apply anyway.

Qualifications

  • Accurate with numbers. You catch the timecard that doesn't add up and the invoice billed twice
  • You'll see everyone's pay and every customer's balance, and it stays with you
  • Calm on the phone and friendly in person, even mid-task
  • Organized enough to juggle payroll, invoice approvals, and month-end deadlines
  • Comfortable with QuickBooks or similar, Microsoft 365, and web-based tools
  • Able to work the posted schedule consistently, including payroll and month-end days
  • Don’t check every box? If you're reliable, careful, and good with people, apply anyway.

Preferred Qualifications

  • Office, bookkeeping, payroll, or accounts-payable experience strongly preferred. Construction-office experience is a plus

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