Office & Reconciliation Associate

T E C Industrial Inc; Swanston (CA); On-site; USD 34,000 - 41,000; Full time

Job summary

Ghafari Group, Inc. is seeking an Office & Reconciliation Associate to join our automotive repair operations.

This role blends office administration with vendor bill reconciliation, ensuring accuracy of financial and vendor records and supporting month-end closes. The ideal candidate is organized, comfortable with numbers, and able to balance administrative tasks with detailed reconciliation work in a fast-paced environment.

Qualifications

• High school diploma or equivalent required.
• Experience in office administration, bookkeeping, accounts payable, reconciliation, or related field.
• Experience reviewing invoices, vendor statements, financial records, or similar documentation.
• Proficiency in Microsoft Office Suite, especially Excel, Word, and Outlook.
• Strong numerical, analytical, and problem-solving skills.
• Excellent attention to detail and accuracy.
• Strong organizational and time-management skills.
• Excellent verbal and written communication skills.
• Ability to investigate discrepancies and follow issues through to resolution.
• Ability to maintain confidential financial and business information.

Responsibilities

• Perform regular reconciliation of vendor bills, invoices, account records, and related financial documentation.
• Review vendor invoices and supporting documentation for accuracy and completeness.
• Compare invoices, payments, statements, and internal records to identify discrepancies.
• Investigate and resolve billing and reconciliation discrepancies in a timely manner.
• Communicate with vendors and internal team members to obtain missing information and resolve billing issues.
• Document discrepancies, resolutions, corrective actions, and reconciliation activities.
• Maintain accurate and organized vendor and reconciliation records.
• Prepare reconciliation reports and provide updates to management as needed.
• Assist with month-end and period-end reconciliation and close activities.
• Help ensure vendor bills and supporting documentation are processed accurately and according to company procedures.
• Identify opportunities to improve reconciliation and administrative processes and recommend solutions.

Skills

Microsoft Excel

Numerical analysis

Attention to detail

Time management

Communication skills

Education

Accounting/Finance degree preferred

Tools

ERP software

Accounting software

Job description

• Base Pay $25.00 - $30.00 / Hour

Description

Company: Ghafari Group, Inc.
Location:
Employment Type: Full-Time
Compensation: $25-30 per hour, depending on experience and qualifications

Position Overview

Ghafari Group, Inc. is seeking a dependable, detail-oriented, and highly organized Office & Reconciliation Associate to join our team within our automotive repair operations.

This position combines office administration and vendor bill reconciliation responsibilities, playing an important role in both the day-to-day operation of the office and the accuracy of financial and vendor records. The Office & Reconciliation Associate will provide administrative support, maintain organized records, assist with vendor billing and reconciliation activities, investigate discrepancies, and help ensure information is processed accurately and efficiently.

The ideal candidate is highly organized, comfortable working with numbers and financial documentation, and capable of balancing administrative responsibilities with detailed reconciliation work in a fast-paced environment. Strong communication, problem-solving, and time-management skills are essential for success in this role.

Key Responsibilities

• Perform regular reconciliation of vendor bills, invoices, account records, and related financial documentation.
• Review vendor invoices and supporting documentation for accuracy and completeness.
• Compare invoices, payments, statements, and internal records to identify discrepancies.
• Investigate and resolve billing and reconciliation discrepancies in a timely manner.
• Communicate with vendors and internal team members to obtain missing information and resolve billing issues.
• Document discrepancies, resolutions, corrective actions, and reconciliation activities.
• Maintain accurate and organized vendor and reconciliation records.
• Prepare reconciliation reports and provide updates to management as needed.
• Assist with month-end and period-end reconciliation and close activities.
• Help ensure vendor bills and supporting documentation are processed accurately and according to company procedures.
• Identify opportunities to improve reconciliation and administrative processes and recommend solutions.
• Maintain compliance with company policies and applicable accounting procedures.

Office & Administrative Support

• Manage and organize office files and records, both physical and digital.
• Answer and direct incoming phone calls to the appropriate personnel.
• Greet and assist visitors in a professional and welcoming manner.
• Coordinate and schedule appointments, meetings, and calendars.
• Perform data entry and maintain accurate databases and company records.
• Prepare, proofread, organize, and distribute correspondence, reports, and other documents.
• Receive, sort, and distribute incoming mail, invoices, documents, and deliveries.
• Order and maintain office supplies and inventory.
• Assist with document filing, scanning, recordkeeping, and general office organization.
• Communicate with internal departments and external vendors as necessary.
• Provide additional administrative and clerical support to management and team members as needed.
• Balance multiple administrative and reconciliation priorities while meeting established deadlines.

Qualifications

• High school diploma or equivalent required.
• Previous experience in office administration, bookkeeping, accounts payable, reconciliation, accounting support, or a related field.
• Experience reviewing invoices, vendor statements, financial records, or similar documentation.
• Strong proficiency in Microsoft Office Suite, particularly Excel, Word, and Outlook.
• Strong numerical, analytical, and problem-solving skills.
• Excellent attention to detail and accuracy.
• Strong organizational and time-management skills.
• Excellent verbal and written communication skills.
• Ability to investigate discrepancies and follow issues through to resolution.
• Ability to maintain confidential financial and business information.
• Ability to work independently while collaborating effectively with other departments.
• Reliable, punctual, and capable of managing multiple priorities in a fast-paced environment.

Preferred Experience

• Experience in the automotive repair or automotive services industry.
• Experience with vendor billing, accounts payable, invoice processing, or financial reconciliation.
• Familiarity with bookkeeping and basic accounting principles.
• Experience with accounting, ERP, or office management software.
• Intermediate to advanced Microsoft Excel skills, including pivot tables, VLOOKUP/XLOOKUP, formulas, and data organization.
• Associate's or bachelor's degree in Accounting, Finance, Business Administration, or a related field is preferred but not required.

ADA / Physical Requirements

• Ability to sit and work at a computer for extended periods.
• Ability to perform repetitive tasks such as typing, data entry, filing, and reviewing documentation.
• Ability to lift up to 25 pounds occasionally when handling office supplies, files, or records.
• Ability to move throughout the office to access files, equipment, supplies, and other work areas.
• Ability to communicate effectively in person, by telephone, and electronically.
• Ability to work effectively in a dynamic, fast-paced, and deadline-driven office environment.