Office Administrator

Guardian Fleet Services; Columbus (OH); On-site; USD 32,000 - 34,000; Full time

Job summary

Guardian Fleet Services is seeking an Office Administrator to oversee daily office operations and support accounting functions. This role focuses on maintaining accurate financial records, coordinating vendor relations, and providing administrative support to leaders, employees, vendors, and clients.

The ideal candidate will have strong organizational, communication, and accounting skills and the ability to manage multiple priorities in a fast-paced environment.

Qualifications

• 3+ years of office administration experience.
• 2+ years of accounting, bookkeeping, or financial administration experience.
• Experience with accounting software and Microsoft Office Suite.

Responsibilities

• Manage day-to-day office operations and administrative activities.
• Maintain office supplies, equipment, and vendor relationships.
• Coordinate meetings, schedules, travel arrangements, and company events.
• Oversee document management, filing systems, and record retention.
• Serve as the primary point of contact for office inquiries and communications.
• Assist with onboarding and administrative support for new employees.
• Develop and implement office procedures to improve efficiency.
• Process accounts payable and accounts receivable transactions.
• Prepare invoices, purchase orders, and expense reports.
• Reconcile bank accounts, credit card statements, and vendor accounts.
• Assist with month-end and year-end financial closing activities.
• Maintain accurate financial records and supporting documentation.
• Support budgeting, forecasting, and financial reporting processes.
• Coordinate with external accountants, auditors, and financial institutions as needed.
• Monitor cash flow and identify discrepancies for resolution.
• Ensure compliance with company policies and accounting regulations.
• Generate financial and operational reports for management.
• Track office expenditures and budget performance.
• Maintain confidential employee, vendor, and financial records.
• Support management with special projects and process improvements.

Skills

Office administration

Accounting

Financial administration

Vendor management

Microsoft Office

Communication

Education

High School Diploma

Accounting certification preferred

Tools

Accounting software

Job description

Pay range: $23.00 - $25.00 hourly based on experience.

*This position is on site

Position Summary

The Office Administrator is responsible for overseeing daily office operations while supporting the organization's accounting and financial administration functions. This role ensures efficient office management, maintains accurate financial records, and provides administrative support to leadership, employees, vendors, and clients. The ideal candidate will possess strong organizational, communication, and accounting skills, with the ability to manage multiple priorities in a fast-paced environment.

Key Responsibilities

Office Administration

• Manage day-to-day office operations and administrative activities.


• Maintain office supplies, equipment, and vendor relationships.


• Coordinate meetings, schedules, travel arrangements, and company events.


• Oversee document management, filing systems, and record retention.


• Serve as the primary point of contact for office inquiries and communications.


• Assist with onboarding and administrative support for new employees.


• Develop and implement office procedures to improve efficiency.


• Process accounts payable and accounts receivable transactions.


• Prepare invoices, purchase orders, and expense reports.


• Reconcile bank accounts, credit card statements, and vendor accounts.


• Assist with month-end and year-end financial closing activities.


• Maintain accurate financial records and supporting documentation.


• Support budgeting, forecasting, and financial reporting processes.


• Coordinate with external accountants, auditors, and financial institutions as needed.


• Monitor cash flow and identify discrepancies for resolution.


• Ensure compliance with company policies and accounting regulations.

Administrative Reporting

• Generate financial and operational reports for management.


• Track office expenditures and budget performance.


• Maintain confidential employee, vendor, and financial records.


• Support management with special projects and process improvements.

Qualifications

Education

• High School Diploma


• Accounting certifications are a plus

Experience

• 3+ years of office administration experience.


• 2+ years of accounting, bookkeeping, or financial administration experience.


• Experience with accounting software and Microsoft Office Suite.

Physical Requirements

• Ability to sit, stand, and work at a computer for extended periods.


• Ability to occasionally lift office supplies up to 25 pounds.