Administrative Assistant

Administrative Assistant

Entry to Mid-Level Role

Location: In-Person (Decatur, AL)

Type: Full Time

Pay: Negotiated

We are a fast-growing company seeking a highly organized and proactive Administrative Assistant to support critical operational and administrative processes. This role ensures smooth day-to-day operations, accurate records, and exceptional customer and vendor experiences.

Key Responsibilities

- Create, send, and track invoices to maintain accuracy and timeliness.

- Manage full-cycle Accounts Payable (AP): process invoices, schedule payments, and maintain positive vendor relationships.

- Answer incoming calls professionally and ensure a positive experience for every caller.

- Respond to all general inquiries (email, phone, chat) within the same business day.

- Accurately set up new customers and vendors in QuickBooks Online.

- Process payroll accurately and on schedule for every pay period.

- Oversee company insurance, including renewals, certificates, claims, and updates.

- Track and pay recurring expenses proactively to avoid disruptions.

- Assist with procurement of office supplies, equipment, and services within budget.

- Monitor bank accounts and credit lines daily, managing transfers and deposits as needed.

- Collect and categorize receipts to maintain audit-ready financial records.

- Lead employee onboarding, including paperwork, IT setup, benefits enrollment, and a seamless first-day experience.

- Stay relatively informed on customer orders, open items, software systems, and internal processes.

- Proactively communicate with customers regarding order status and any delays.

- Prioritize customer satisfaction: address concerns creatively, find solutions, and turn challenges into positive outcomes.

Qualifications

- Must be willing to go on customer sites in the initial phase to gain a deep understanding of what we do. (We believe this is imperative to excellence in all positions)

- Strong foundation in office administration and bookkeeping preferred.

- Positive, can-do attitude with a willingness to learn and adapt.

- Coachable and open to feedback.

- Comfortable thriving in a dynamic, growth-oriented environment.

- Able to operate independently with minimal oversight after the initial learning phase.

- Exceptional attention to detail with a proven ability to spot and correct errors quickly.

- Calm and professional under pressure.

- Excellent communication skills that build trust with customers and colleagues.

- Demonstrated ability to manage multiple priorities efficiently and accurately.

- Service industry experience is a plus.

Why This Role Matters

You will directly impact revenue through accurate invoicing, ensure operational continuity by managing expenses, and drive growth through outstanding customer service. This is a pivotal position that keeps the business running smoothly and positions us for continued success.

To Apply

Submit a brief introduction and resume to ***email_hidden***