Administrative Assistant, Bookkeeper

Jobtailor; Atlanta (NY); On-site; USD 40,000 - 60,000; Full time

Job summary

Jobtailor is seeking a detail-oriented Administrative Assistant to support daily office operations, including mail handling, filing, and data entry. You will coordinate vendor relationships, manage invoices and approvals, and assist with meetings and correspondence.

The role requires strong organizational skills, proficiency in MS Office, and the ability to handle confidential information. This position offers on-site work and opportunities for growth within the administrative / facilities

Qualifications

• Bachelor’s degree not required but preferred; 1–3 years in administrative or clerical role suggested.
• Proficiency in Microsoft Office and accounting/AP software.
• Strong organizational skills and attention to detail; excellent written and verbal communication.

Responsibilities

• Sort, distribute, and log daily mail and packages.
• Maintain organized filing systems (physical and digital).
• Order and manage office supplies and equipment.
• Provide clerical support including photocopying, scanning, and data entry.
• Support vendor and contract management incl. drafting, signing, and approvals.
• Create spreadsheets, draft documents and presentations.
• Support corporate office reception as needed.
• Process invoices and ensure proper approvals and compliance.
• Code and enter invoices into accounting/finance system; reconcile statements.
• Daily PARC's System reconciliations and monthly parkers AR/AP, revenue, and counts.
• Coordinate calendars for department leadership; schedule meetings and arrange logistics.
• Capture meeting minutes and follow up on action items.
• Draft, proofread, and distribute daily correspondence.
• Respond to routine inquiries from staff and vendors/clients.

Skills

Data Entry

Invoice Processing

Document Drafting

Spreadsheet Creation

Filing System Management

Reconciliation

Meeting Coordination

Vendor Management

Expense Reporting

Calendar Management

Education

High School Diploma

Associate Degree

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

PARC's System

Accounting Software

Job description

• Sort, distribute, and log incoming daily mail and packages
• Maintain organized filing systems (physical and digital)
• Order and manage office supplies and equipment
• Provide general clerical support, including photocopying, scanning, and data entry
• Management support for vendors and contracts including drafting, expediting signature and approval process, ensuring compliance with contract requirements, monitoring expiration dates, corresponding with vendor as needed
• Create spreadsheets, draft documents and presentations
• Support corporate office reception as needed
• Vendor compliance, setup and processing of invoices, ensure accuracy and appropriate approvals
• Code and enter invoices into the accounting/finance system
• Reconcile statements and resolve discrepancies with vendors
• Assist with check requests, payment batches, and expense reports
• Maintain organized AP records for audit, accruals, and reporting purposes
• Daily PARC's System Reconciliations, Includes DCR, Updates parking data, Monthly parkers AR and AP. Daily/Monthly Revenue, Validations, Counts, General Totals By facility reports reconciliation
• Data parking revenue entries, new and existing monthly parker reconciliation.
• Manage and coordinate calendars for department leadership
• Schedule meetings, appointments, and conference calls, resolving conflicts as needed
• Arrange logistics for meetings (rooms, materials, virtual links)
• Capture meeting minutes, send reminders and follow up on action items
• Draft, proofread, and distribute daily correspondence (emails, memos, letters)
• Respond to routine inquiries from internal staff and external vendors/clients
• Maintain a professional, courteous tone in all communications
• Track and follow up on outstanding correspondence items

Requirements

• High school diploma required; Associate degree preferred
• 1-3 years of administrative or clerical experience (parking, facilities, or transportation industry a plus)
• Proficiency in Microsoft Office (Outlook, Word, Excel) and accounting/AP software
• Strong organizational skills and attention to detail
• Excellent written and verbal communication skills
• Ability to manage multiple priorities and meet deadlines
• Discretion in handling confidential financial and administrative information

Core Competencies

Demonstrates proficiency in administrative support, including managing office supplies, vendor compliance, and financial record-keeping. Strong organizational and communication skills are essential for coordinating schedules and maintaining professional correspondence.

Highest-signal resume keywords

• Microsoft Office Proficiency
• Accounting/AP Software Experience
• Organizational Skills
• Written and Verbal Communication Skills
• Administrative Experience

ATS Optimization Keywords

Hard Skills

• Data Entry
• Invoice Processing
• Document Drafting
• Spreadsheet Creation
• Filing System Management
• Reconciliation
• Meeting Coordination
• Vendor Management
• Expense Reporting
• Calendar Management

Soft Skills

• Attention to Detail
• Discretion
• Professional Communication
• Multitasking
• Problem-Solving

Certifications & Qualifications

• High School Diploma
• Associate Degree (Preferred)

Industry Keywords

• Administrative Support
• Clerical Experience
• Vendor Compliance
• Facilities Management
• Transportation Industry

Tools & Technologies

• Microsoft Outlook
• Microsoft Word
• Microsoft Excel
• PARC's System
• Accounting Software