Office Administrator

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

Job summary

LeoForce in Marlborough, MA seeks an experienced Office Administrator to support financial operations and executive staff. You will handle invoicing, billing, budgeting records and document preparation.

The role requires meticulous data entry, proficiency in Word/Excel, QuickBooks or FreshBooks, calendar management for the President, and secure filing of confidential information. This mid-level position offers a stable environment in a heavy-haul trucking company with opportunities for growth

Qualifications

• Proven experience in accounting or financial administration.
• Experience with invoicing and accounts receivable tracking.
• Proficiency in Microsoft Word and Excel.

Responsibilities

• Generate, review, and send client invoices; track accounts receivable.
• Reconcile expenses and executive card statements for the President.
• Maintain accurate financial data entry and budgeting records.
• Prepare Excel reports and Word documents; create standardized templates.
• Manage the President's calendar, emails, and meeting minutes.
• Organize secure filing systems for confidential corporate data.

Skills

MS Office

Billing software

Attention to detail

Communication skills

Discretion

Tools

QuickBooks

FreshBooks

Job description

Office Administrator

Location: Marlborough, MA, US

Experience: Mid Level

Salary: $20 - $27 per hour

Job Details

Financial Administration & Billing

• 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.

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.