Administrative & Office Operations Specialist

A. C. Lewis Management; Baton Rouge (LA); On-site; USD 30,000 - 40,000; Full time

Job summary

A. C. Lewis Management is seeking an Administrative Assistant to join our Baton Rouge team. This role handles front-desk tasks, scheduling, filing, invoicing, and basic accounting entries to support property management operations.

Key responsibilities include answering phones, greeting visitors, managing mail, coordinating appointments, and maintaining organized records. Non-exempt, full-time position with potential for growth in a busy office environment.

Qualifications

• Answers telephones and directs calls to appropriate persons; greets visitors and handles inquiries.
• Maintains filing systems and records; processes routine letters and documents.
• Schedules and confirms appointments for clients, customers, or supervisors.
• Enters invoices and basic data in accounting software; prepares remittance and payments.
• Maintains vendor records, invoice processing, and year-end 1099 tasks as needed.

Responsibilities

• Answer telephones and give information to callers, take messages, or transfer calls to the appropriate individuals.
• Greet visitors or callers and handle their inquiries or direct them to the appropriate persons according to their needs.
• Distribute incoming mail or other materials and answer routine letters.
• Schedule and confirm appointments for clients, customers, or supervisors.
• Set up and manage paper or electronic filing systems, recording information, updating paperwork, or maintaining documents, such as attendance records, correspondence, or other material.
• Maintain office inventory and order supplies and services, as needed.
• Maintain office for cleanliness.
• Run errands, as needed.
• Distribute correspondence to off site employees.
• Assists in special projects, as needed.
• Enters invoices and light data in accounting software.
• Prepares invoice remittance and submits payments prior to due date.
• Prepares invoices for managed properties.
• Assists in 1099 preparation and mails to vendors at year end.
• Maintains vendor insurance and W-9s. Creates and updates vendors in accounting software.

Skills

Telephone etiquette

Customer service

Scheduling

Data entry

Filing

Invoicing

Accounting software

Job description

A. C. Lewis Management is seeking an Administrative Assistant to join our Baton Rouge team. This role handles front-desk tasks, scheduling, filing, invoicing, and basic accounting entries to support property management operations.

Key responsibilities include answering phones, greeting visitors, managing mail, coordinating appointments, and maintaining organized records. Non-exempt, full-time position with potential for growth in a busy office environment.