Office Administrator

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

Job summary

Jobot seeks an Office Administrator in Marlborough, MA to support the President with administrative operations, financial tracking, and executive communications. This on-site, permanent role requires meticulous data entry, billing oversight, and calendar coordination.

You will prepare reports in Word/Excel, manage invoices and expenses, and serve as a liaison between internal teams and external clients, ensuring confidentiality and accuracy in all communications.

Qualifications

• Proficient in Microsoft Office and billing software.
• Attention to detail with financial data.
• Strong written and verbal communication with executives and clients.
• Discretion handling confidential information.

Responsibilities

• Invoice processing: Generate, review, and send client invoices while tracking accounts receivable.
• Expense tracking: Reconcile credit card statements and executive expenses.
• Financial data entry: Maintain records of payments, billing cycles, and budgets.
• Dispute resolution: Resolve client billing discrepancies efficiently.

Skills

Microsoft Office

Billing software

Attention to detail

Communication skills

Discretion

Tools

QuickBooks

FreshBooks

Microsoft Outlook

Job description

Office Administrator

$20 - $27 per hour | Marlborough, MA | On-site | Permanent

Office Administrator Opportunity / $20-$27/hr an hour depending on Experience

A bit about us:

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. Below is a structured job description organized by core thematic responsibilities.

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 (Word & Excel)

• 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.

Sometimes Jobot is required to perform background checks with your authorization. Jobot will consider qualified candidates with criminal histories in a manner consistent with any applicable federal, state, or local law regarding criminal backgrounds, including but not limited to the Los Angeles Fair Chance Initiative for Hiring and the San Francisco Fair Chance Ordinance.

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