Office Administrator

Position Summary

Beacon Hill is seeking an experienced Office Administrator to support financial administration, business operations, executive-level meeting support, and general office functions for a fast-paced organization.

Position Details

• Pay Rate: $30-$36/hour
• Schedule: 8:00 AM-4:00 PM
• Work Arrangement: On-site

Key Responsibilities

• Manage the full accounts payable process, including processing, verifying, and reconciling invoices.
• Monitor organizational expenses and track vendor payments to ensure accuracy and timeliness.
• Complete monthly account reconciliations, cash flow reporting, and financial reports.
• Process vendor 1099s and maintain accurate financial documentation.
• Assist with the management of bank and trust accounts under appropriate financial oversight.
• Maintain vendor relationships and research and resolve invoice or payment discrepancies.
• Prepare financial reports and analysis as requested.
• Provide documentation and administrative support for audits.
• Assist with revenue collection processes, budgeting, and financial planning.
• Partner with organizational leadership on financial administration and reporting.
• Take detailed notes during leadership and board-level meetings and prepare accurate meeting minutes for review and approval.
• Coordinate meeting logistics, catering, reservations, transportation, and other administrative arrangements as needed.
• Manage office supplies, deliveries, shipments, mail, and other day-to-day office operations.
• Support insurance renewals and other recurring administrative processes.
• Maintain compliance with applicable policies, procedures, regulations, and internal controls.
• Analyze financial and administrative workflows to identify opportunities for improved accuracy and efficiency.
• Develop and maintain effective accounts payable procedures and controls.
• Identify opportunities to streamline processes, reduce unnecessary costs, and automate manual workflows.
• Manage relationships with vendors and service providers.
• Collaborate with leadership and other team members on operational and strategic initiatives.

Systems & Tools

• Microsoft Excel
• Microsoft Word
• Microsoft Outlook
• Microsoft PowerPoint
• Microsoft Teams
• QuickBooks or similar accounting software

Qualifications

• Previous experience in business administration, finance, accounting operations, or a similar combined administrative and financial role.
• Hands-on experience with accounts payable, invoice processing, reconciliations, expense tracking, and financial reporting.
• Experience working with QuickBooks or comparable accounting software.
• Strong Microsoft Office skills, particularly Excel, Word, and Outlook.
• Demonstrated ability to produce accurate work while managing multiple deadlines and priorities.
• Strong attention to detail, organization, and time management.
• Excellent written and verbal communication skills.
• Experience preparing professional meeting notes or minutes for leadership, boards, committees, or similar groups preferred.
• Ability to work independently and take ownership of recurring financial and administrative responsibilities.
• Strong analytical and problem-solving abilities with a proactive approach to identifying errors and improving processes.
• Ability to communicate professionally with leadership, vendors, employees, and other external stakeholders.
• Knowledge of general business operations and financial principles.
• Experience with financial reporting and analysis preferred.
• Bachelor’s degree in business administration, management, finance, accounting, or a related field preferred.