Finance Administrative Assistant - Hybrid & Benefits

Abode Services; Fremont (CA); On-site; USD 36,000 - 40,000; Full time

Benefits offered by this job

Competitive pay

Temp to Hire; 3 month contract

Onsite with possible hybrid/remote

PTO 19 days per year

Holidays 12 paid

Medical, dental, vision coverage

Employee Assistance Program (EAP)

Teledoc mental health

FSA: Commuter

FSA: Health care

FSA: Dependent care

403(b) retirement plan with employer-m

Know Your Rights notice

Job summary

Abode Services in Fremont, CA is seeking a Finance Administrative Assistant to support the finance and billing teams with clerical duties, mailings, check distribution, and general office tasks. This onsite role may offer hybrid or remote options with supervisor approval.

You will manage office operations, assist accounts payable, coordinate supplies, and liaise with accounting and other departments. An associate degree and 3 years of admin experience are preferred, with strong MS Office skills

Qualifications

• Associates or better in Business Administration.
• Three years of administrative experience, preferably in a finance/accounting/billing department.
• Understanding of confidentiality requirements.
• Excellent oral & written communication, organizational, and time management skills.
• Excellent in prioritizing and multi-tasking if needed.
• Meticulous attention to detail.
• Ability to learn new tasks and follow instructions quickly.
• Intermediate to advanced skills using Microsoft Office.
• Ability to work well independently and collaboratively with teams.
• Ability to identify problems/issues and work with supervisor to come up with solutions.

Responsibilities

• Maintain smooth operation of the finance and billing offices, including distributing mail, stocking supplies, and coordinating janitorial/maintenance requests.
• Manage conference room schedules and set up meetings as needed.
• Order supplies for staff in the finance and billing offices.
• Maintain office equipment including postage meter, copier, and printers.
• Preparation of mail and copies.
• Pick up checks, mail from the admin office, and ensure proper distribution of mails.
• Maintain an accurate filing system.
• Provide assistance for special events and meetings as requested.
• Monitor status of rush purchase orders (POs) and respond to inquiries about POs.
• Responsible for sorting, distributing, and mailing checks.
• Keep authorized check distribution list up to date, ensuring review of proper identification before distribution of checks for pick up.
• Responsible for the safekeeping of checks that have not been distributed or picked up.
• Assist the accounts payable team in scanning invoices/bills, etc.
• Assist the accounts payable team in responding to vendor inquiries and following up with vendors.
• Prepare ledgers for staff and respond to inquiries about the status of checks.
• Assist in gathering supporting documents requested during audit.
• Liaison between accounting and other departments.
• Provide administrative support to accounting staff as requested.
• Maintain users in SupplyWorks, DocuSign, Zoom, T-Mobile, and Asset Panda
• Other special projects and duties as assigned.
• Locate and provide check backups not in monthly invoicing folders as requested.
• Research status of Pos.
• Manage rush PO communication process with Program, Billing & Accounting staff
• Provide administrative support to billing staff as requested.
• Other special projects and duties as assigned.

Skills

Three years of administrative exp

Confidentiality

Communication

Organizational skills

Time management

Multitasking

Detail-oriented

MS Office

Teamwork

Problem solving

Education

Associate degree in Business Administration

Tools

SupplyWorks

DocuSign

Zoom

T-Mobile

Asset Panda

Job description

Abode Services in Fremont, CA is seeking a Finance Administrative Assistant to support the finance and billing teams with clerical duties, mailings, check distribution, and general office tasks. This onsite role may offer hybrid or remote options with supervisor approval.

You will manage office operations, assist accounts payable, coordinate supplies, and liaise with accounting and other departments. An associate degree and 3 years of admin experience are preferred, with strong MS Office skills