Office & Operations Coordinator

Smartapp.com; East Greenwich (RI); Hybrid; USD 52,000 - 66,000; Full time

Job summary

Smartapp.com in West Warwick, RI is seeking a reliable, detail-oriented office administrator for a hybrid role handling accounting, HR support, and office management. You’ll manage invoices, payments, vendor records in Sage 50, support payroll changes, onboarding/offboarding, and coordinate travel and calendars.

Ideal candidates have 1–3 years in admin/HR/accounting, strong Excel/Sheets skills, and a service mindset with confidentiality.

Qualifications

• 1–3 years in an office admin, HR assistant, accounting assistant, or operations role.
• Hands-on experience with Sage 50 or similar accounting software.
• Strong Excel/Google Sheets skills; comfortable with calendars and basic document tools.
• Clear, friendly communication and ability to handle confidential information.

Responsibilities

• Handle basic accounting tasks including invoices, payments, and reconciliations.
• Provide HR support for employees, onboarding/offboarding, benefits updates.
• Manage office supplies, facilities, mail, and vendor coordination.
• Coordinate travel, calendars across time zones, and meeting logistics.

Skills

Office admin

Sage 50

Excel/Sheets

Communication

Organization

Tools

Gmail/Outlook calendars

Job description

Location: West Warwick, RI

Type: Full-time

About the role

We’re looking for a reliable, detail-oriented multitasker to keep our office humming. In this hybrid role, you’ll handle basic accounting tasks (payments, invoices, expense tracking), serve as first-line HR support for employees, keep the office running smoothly (supplies, snacks, facilities), and support executives with travel and calendars.

What you’ll do

Accounting (approx. 40%)

• Enter and maintain vendor bills and customer invoices in Sage 50 (or similar, e.g., QuickBooks).
• Process payments (ACH/check), match POs/receipts, and track due dates.
• Reconcile statements; follow up on missing W-9s and vendor details.
• Prepare simple reports (A/P aging, A/R aging, monthly spend summaries) and assist with expense reimbursements.

HR Support (approx. 25%)

• Be the first point of contact for routine HR questions (time off, benefits enrollment windows, policies).
• Help with onboarding and offboarding checklists; maintain accurate employee files.
• Assist with payroll changes and benefits updates (in coordination with HR/PEO).

Office Management (approx. 20%)

• Own office supplies and snacks/water orders; manage mail/shipping.
• Liaise with property management and vendors to address facilities issues (badges, cleaning, repairs).
• Keep shared spaces tidy; coordinate on-site meetings and small events.

Executive Support (approx. 15%)

• Book travel (flights/hotels/cars) within policy; prepare itineraries.
• Coordinate calendars across time zones; schedule internal/external meetings.
• Assist with expense reports and light presentation prep as needed.

What you’ll bring

• 1–3 years in an office admin, HR assistant, accounting assistant, or operations role.
• Hands-on experience with Sage 50 or a similar accounting package.
• Strong Excel/Google Sheets skills; comfortable with Gmail/Outlook calendars and basic document tools.
• Clear, friendly communication and a service mindset; able to handle sensitive info confidentially.
• Highly organized, proactive, and dependable; comfortable switching contexts throughout the day.

Nice to have

• Experience with a PEO/HRIS (e.g., Rippling, ADP, Gusto, Paychex).
• Basic knowledge of AP/AR workflows and expense management tools (e.g., Expensify/Ramp/Brex).
• Event coordination or facilities/vendor management exposure.

Work setup & schedule

• Onsite presence required to support the office and facilities.
• Standard business hours, with occasional flexibility for early/late meetings or travel bookings.