Office Administrator

Jobot; Marlborough (MA); On-site; USD 28,000 - 37,000; Full time

Job summary

Jobot is seeking an Office Administrator in Marlborough, MA to support the President and manage administrative operations. The role acts as the primary liaison between the President, internal departments, and external clients.

Responsibilities include financial tracking, invoicing, expense reconciliation, and producing executive-level reports with advanced Excel. This is a full-time, on-site position offering growth in a safety‑focused, locally owned business environment.

Qualifications

• Advanced Microsoft Office skills (Word, Excel, Outlook).
• Experience with billing software (QuickBooks, FreshBooks) or equivalent.
• Strong attention to detail in financial data entry and documents.
• Excellent written and verbal communication, especially with executives and clients.
• Ability to handle confidential information with discretion.

Responsibilities

• Invoice processing, reviewing, sending client invoices, and tracking AR.
• Expense tracking and reconciliation of executive expenses.
• Maintain accurate records of payments, billing cycles, and budgets.

Skills

Microsoft Office Suite

Billing software

Attention to detail

Communication skills

Discretion

Job description

Office Administrator

Salary: $20-$27 per hour depending on Experience.

This Jobot Job is hosted by: Rick Flores

We're a heavy haul trucking company with over 30 years in business.

Why join us? We offer the best of both worlds: the stability of a well-established transportation company and the culture of a locally owned business. Employees are part of a safety-focused, award-winning organization with strong local roots, opportunities for growth, and a team that takes pride in delivering exceptional service.

Job Details

Office Administrator supporting the President manages administrative operations, financial tracking, and executive communications. This role serves as the primary liaison between the President, internal departments, and external clients.

Financial Administration & Billing

• Invoice processing: Generate, review, and send client invoices while tracking outstanding accounts receivable.
• Expense tracking: Reconcile credit card statements and receipts for the President's executive expenses.
• Financial data entry: Maintain precise records of payments, billing cycles, and budget allocations.
• Dispute resolution: Address and resolve client billing discrepancies or payment inquiries efficiently.

Document Preparation & Reporting

• Spreadsheet management: Create, update, and maintain complex Excel spreadsheets to track company metrics, project statuses, and financial logs.
• Data analysis: Utilize advanced formulas, pivot tables, and formatting tools to generate scannable financial and operational reports.
• Document drafting: Prepare professional correspondence, memos, and executive contracts using Microsoft Word.
• Template creation: Standardize company forms, letterheads, and report layouts to ensure brand consistency.

Executive Support & Coordination

• Calendar management: Organize and maintain the President's daily schedule, including meetings and travel.
• Communication gatekeeping: Screen and prioritize incoming emails, phone calls, and mail directed to the executive office.
• Meeting preparation: Assemble agendas, compile background research, and take detailed minutes during executive sessions.
• File organization: Establish and maintain secure digital and physical filing systems for confidential corporate data.

Required Skills & Qualifications

• Software proficiency: Advanced skills in Microsoft Office (Word, Excel, and Outlook) and billing software (e.g., QuickBooks, FreshBooks).
• Attention to detail: Exceptional accuracy in entering financial data and proofreading executive documents.
• Communication skills: Strong written and verbal communication style suited for interacting with C-level executives and clients.
• Discretion: Proven ability to handle highly confidential business, financial, and personal information safely.

Jobot is an Equal Opportunity Employer. We provide an inclusive work environment that celebrates diversity and all qualified candidates receive consideration for employment without regard to race, color, sex, sexual orientation, gender identity, religion, national origin, age (40 and over), disability, military status, genetic information or any other basis protected by applicable federal, state, or local laws. Jobot also prohibits harassment of applicants or employees based on any of these protected categories. It is Jobot’s policy to comply with all applicable federal, state and local laws respecting consideration of unemployment status in making hiring decisions.