Office Administrator

Beacon Mobility; Massachusetts; On-site; USD 26,000 - 36,000; Full time

Job summary

Easton Coach Company LLC seeks an experienced administrative professional to manage day-to-day office operations and serve as the primary point of contact for management.

The role covers scheduling, invoicing, accounts payable/receivable, vendor relations, and general clerical duties. A strong customer-service orientation and MS Office proficiency are required for success at Beacon Mobility.

Qualifications

• Associate’s degree in office administration preferred; will consider equivalent combination of education and experience.
• Two (2) years of administrative and clerical experience; strong business acumen; proficient in Microsoft Office; excellent communication skills.

Responsibilities

• Oversee day-to-day office activities and act as main point of contact for management.
• Provide administrative support: scheduling appointments, meetings, travel, mail, and updating contact databases.
• Maintain office supplies inventory and order as needed.
• Manage accounts receivable/payable for clients and process invoices.
• Handle payment files, vendor payments, and related accounting tasks.
• Respond to vendor and client enquiries promptly and provide exemplary customer service.
• Support executive team and oversee file systems, mail, and office equipment.

Skills

Microsoft Office

Communication skills

Customer service

Education

Associate degree in office administration

Job description

Easton Coach Company LLC

Pay Rate: $22.50 hour

Availability should be Monday – Friday 7a-3p, 8a-4p or 9a-5p and the ability to work on weekends and holidays when needed.

Ability to obtain a Military Base Pass is a plus.

Responsibilities

• Oversee day-to-day office activities as main point of contact and keep management informed regularly via verbal and electronic updates.

• Provide direct administrative support as needed, including scheduling appointments, meetings, and events; booking travel; mailing and shipping packages; and updating contacts database and employee lists.

• Provide clerical support when needed with assigned administrative duties such as sorting and distributing mail and preparing documents.

• Maintain inventory of office supplies; orders new supplies as needed.

• Manage all accounts receivable/payable functions for clients.

• In-house processing of invoices and processing through/with third party vendors.

• Manage transmission, download, and posting of payments files from in house software.

• Receive, records, and ensures deposit of all accounts receivable items.

• Facilitate and/or conducts research on behalf of managers, accountants, customer service representatives, and executive team members about payment, invoice issues etc.

• Trouble-shoot issues with all accounting-related systems and/or accounts receivable, vendor payments and related matters.

• Ensure timely response to vendor, client (internal/external) enquiries.

• Provide exemplary customer service to all clients, vendors, and other related staff.

• Assist executive team members, management, and other personnel on projects.

• Ensure office efficiency by maintaining common areas, organizing procedures, handling correspondence, managing file systems, and overseeing supplies and equipment.

• Manage vendor relationships, and coordinate food deliveries when requested.

• Manage all aspects of space/infrastructure planning (moves, additions, changes to workstations) and provide answers, resources, and solutions when requested.

• Perform or facilitate maintenance of office equipment including cleaning, maintenance, and repairs

Education/Training: Associate’s degree in office administration or other related field from an accredited college or university is preferred. Will consider equivalent combination of education and experience.

Experience/Abilities: Three (2) years of administrative and clerical experience. Strong business acumen. Proficient in Microsoft Office. Excellent communication skills. Strong working knowledge of customer service principles and practices, ability to perform with minimum supervision and make decisions independently.

Beacon Mobility is an equal opportunity employer that is committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by federal, state, or local laws.
This policy applies to all employment practices within our organization, including hiring, recruiting, promotion, termination, layoff, recall, leave of absence, compensation, benefits, training, and apprenticeship. Beacon Mobility makes hiring decisions based solely on qualifications, merit, and business needs at the time.

Easton Coach Company is a leader in passenger ground transportation, providing motorcoach and transit services to customers throughout the eastern United States.