Bookkeeper / Administrative Assistant

American Ecotech LC; Warren (RI); On-site; USD 40,000 - 60,000; Full time

Job summary

American Ecotech LC in Warren, RI is seeking a careful Bookkeeper/Administrative Assistant to manage day-to-day bookkeeping, invoicing, inventory control, and general office duties. QuickBooks Desktop experience is required, and familiarity with Zoho CRM will help in coordinating with Project Managers and vendors.

Your responsibilities will include processing invoices, applying payments, maintaining records, and providing timely billing support in a fast-paced small business environment.

Qualifications

• Experience in bookkeeping, billing, and administrative support.
• Proficiency in QuickBooks Desktop.
• CRM experience, Zoho preferred.
• Proficient in Microsoft Office, especially Excel.
• Strong organization and time management.
• Ability to handle confidential information.

Responsibilities

• Perform daily bookkeeping activities using QuickBooks Desktop.
• Enter invoices, bills, payments, and other financial transactions.
• Receive, record, and apply customer payments.
• Process and track vendor payments.
• Monitor outstanding balances and follow up on past-due accounts.
• Maintain accurate customer, vendor, and account information in QuickBooks and Zoho CRM.
• Maintain and update inventory records in QuickBooks Desktop.
• Track inventory quantities and adjustments.
• Support Project Managers with administrative tasks.
• Communicate professionally with customers and vendors regarding billing and account matters.
• Provide general administrative and office support as needed.
• Handle confidential financial and business information with discretion.
• Maintain accuracy, organization, and follow-through in all work performed.

Job description

About this position

We are looking for a reliable, detail-oriented Bookkeeper / Administrative Assistant to support our day-to-day bookkeeping, inventory management, and office operations.

The person in this role will enter invoices and bills into QuickBooks Desktop, apply customer payments, track outstanding balances, maintain inventory and account records, communicate with customers and vendors, and assist Project Managers with billing and administrative needs.

The ideal candidate is organized, dependable, and comfortable managing a variety of responsibilities in a fast-paced small business environment. QuickBooks experience is required. This position reports directly to the Finance Manager.

Responsibilities

• Perform daily bookkeeping activities using QuickBooks Desktop
• Enter invoices, bills, payments, and other financial transactions
• Receive, record, and apply customer payments
• Process and track vendor payments
• Monitor outstanding balances and follow up on past-due accounts
• Maintain accurate customer, vendor, and account information in QuickBooks and Zoho CRM
• Maintain and update inventory records in QuickBooks Desktop
• Track inventory quantities and adjustments
• Support Project Managers with administrative tasks
• Communicate professionally with customers and vendors regarding billing and account matters
• Provide general administrative and office support as needed
• Handle confidential financial and business information with discretion
• Maintain accuracy, organization, and follow-through in all work performed

Qualifications

• Previous bookkeeping, billing, and administrative support experience required
• Proficiency in QuickBooks Desktop required
• Previous inventory management experience preferred
• Previous CRM experience required; Zoho CRM experience preferred
• Proficiency in Microsoft Office, including Excel
• Strong organizational, communication, and time-management skills
• Excellent attention to detail and follow-through
• Ability to manage multiple priorities and deadlines
• Ability to work independently and take ownership of responsibilities
• Strong problem-solving skills and professional judgment
• Ability to handle confidential information appropriately

Physical Requirements

• Ability to sit, stand, walk, bend, and move throughout the office as needed
• Ability to occasionally lift and carry office materials or packages weighing up to 20 pounds
• Ability to work at a computer and use standard office equipment for extended periods
• Manual dexterity for typing, filing, paperwork, and data entry
• Ability to communicate clearly and professionally in person, by phone, and through email
• Competitive salary based on experience.
• Health, dental, and vision insurance.
• Retirement plan with company match.
• Paid time off and holidays.
• Friendly and collaborative work environment.