Administrative Assistant

Victoria L'Originale; Pompano Beach (FL); On-site; USD 40,000 - 60,000; Full time

Benefits offered by this job

Competitive Compensation

Paid Time Off

Career Growth Opportunities

Job summary

Victoria L'Originale in Florida is seeking an Administrative Assistant with QuickBooks experience to deliver daily office support across management, sales, and operations. You will manage customer inquiries, process orders, and maintain accurate financial records using QuickBooks Online, Excel, and Word.

The role requires strong organizational skills, a professional phone presence, and the ability to multitask in a fast-paced hospitality or service environment.

Qualifications

• Previous experience as an Administrative Assistant or similar role.
• Experience using QuickBooks Online for invoicing, bills, payments, and basic bookkeeping.
• Strong organizational skills, attention to detail, and ability to manage multiple tasks.
• Professional phone manner and strong customer service skills.
• Proficiency in Microsoft Office, especially Excel, Outlook, and Word.

Responsibilities

• Provide daily administrative support to the office, management, sales, and operations teams.
• Answer incoming phone calls professionally, assist customers with basic questions, take messages, and route calls.
• Maintain organized digital and physical files, including customer records and invoices.
• Enter and maintain customer invoices, vendor bills, payments, expenses, and basic transactions in QuickBooks Online.
• Assist with Accounts Receivable by preparing invoices and following up on balances.
• Assist with Accounts Payable by organizing vendor invoices and tracking due dates.
• Support inventory administration by tracking stock movements and alerting when low.
• Coordinate customer orders, deliveries, service requests, and follow-up communication.
• Assist with purchase orders, order confirmations, delivery documentation, and customer account updates.
• Maintain calendars, schedules, and internal administrative communications.
• Support management with general office tasks, data entry, and filing.

Skills

Organizational skills

Phone etiquette

Customer service

Multitasking

Attention to detail

Tools

QuickBooks Online

Microsoft Office

Excel

Outlook

Word

Job description

Benefits:

• Paid time off

Benefits/Perks

• Competitive Compensation
• Paid Time Off
• Career Growth Opportunities

Administrative Assistant with QuickBooks Experience

Key Responsibilities

• Provide daily administrative support to the office, management team, sales team, and operations department.
• Answer incoming phone calls professionally, assist customers with basic questions, take messages, process simple orders, and direct calls to the appropriate team member when needed.
• Maintain organized digital and physical files, including customer records, vendor information, invoices, purchase orders, receipts, and other business documents.
• Enter and maintain customer invoices, vendor bills, payments, expenses, deposits, and basic transactions in QuickBooks Online.
• Assist with Accounts Receivable by preparing invoices, sending payment reminders, following up on outstanding balances, and updating customer payment information.
• Assist with Accounts Payable by organizing vendor invoices, tracking due dates, preparing payment information, and maintaining vendor records.
• Support inventory administration by entering product receipts, tracking inventory movements, updating stock records, and alerting management when products are running low.
• Coordinate customer orders, deliveries, service requests, and basic follow-up communication with customers, vendors, and internal team members.
• Assist with purchase orders, order confirmations, delivery documentation, and customer account updates.
• Maintain calendars, schedules, appointments, and internal administrative communications as needed.
• Support management with general office tasks, data entry, document preparation, filing, and other administrative projects.

Preferred Qualifications

• Previous experience as an Administrative Assistant, Office Assistant, Customer Service Coordinator, or similar role.
• Experience using QuickBooks Online for invoicing, bills, payments, expenses, and basic bookkeeping support.
• Strong organizational skills, attention to detail, and ability to manage multiple tasks at the same time.
• Professional phone manner and strong customer service skills.
• Proficiency in Microsoft Office, especially Excel, Outlook, and Word.
• Experience with inventory, distribution, food and beverage, coffee, hospitality, or service-based businesses is a plus.