Administrative Assistant / Accounts Payable Coordinator

Position Type: Full-Time
Location: Multiple Communities (up to 4 locations)
Benefits: Eligible for Company Benefits

Position Summary

We are seeking a detail-oriented and dependable Administrative Assistant / Accounts Payable Coordinator to support the daily administrative and accounting functions of our organization. The primary responsibility of this position is entering invoices into QuickBooks for review and approval. The ideal candidate will also provide administrative support to the Executive Director and assist with various office functions across multiple community locations.

This position requires strong organizational skills, accuracy, professionalism, and the ability to manage multiple priorities while working with several communities.

Essential Duties and Responsibilities

Accounts Payable Support

• Receive, review, and accurately enter vendor invoices into QuickBooks.
• Ensure invoices are coded correctly and submitted for approval in a timely manner.
• Maintain organized electronic and paper invoice records.
• Communicate with vendors and internal staff regarding invoice questions as needed.
• Assist with accounts payable reporting and documentation.

Administrative Support

• Prepare resident lease agreements and related documentation.
• Maintain resident, employee, and company files in an organized and confidential manner.
• Perform filing, scanning, copying, and general office administrative duties.
• Assist the Executive Director with various administrative projects and tasks.

Human Resources Support

• Assist with employee onboarding paperwork and new hire documentation.
• Maintain employee files and ensure required forms are complete

General Office Support

• Provide administrative assistance for up to four community locations.
• Travel between community locations as needed.
• Support special projects and other duties as assigned.
• Maintain confidentiality of resident, employee, and company information.

Qualifications

• High school diploma or equivalent required; associate degree preferred.
• Previous administrative, bookkeeping, accounts payable, or office support experience preferred.
• Experience with QuickBooks strongly preferred.
• Proficient in Microsoft Office Suite, including Outlook, Word, and Excel.
• Strong attention to detail and accuracy.
• Excellent organizational and time-management skills.
• Ability to work independently and meet deadlines.
• Strong verbal and written communication skills.
• Ability to maintain confidentiality and handle sensitive information professionally.

Physical Requirements

• Ability to sit, stand, walk, and use office equipment for extended periods.
• Ability to lift and carry files and office materials up to 25 pounds.
• Ability to travel between community locations as required.

Benefits

• Competitive compensation
• Health, dental, and vision insurance
• Paid time off
• Holiday pay
• Retirement plan opportunities 
• Other company-sponsored benefits

This position plays an important role in ensuring timely invoice processing, maintaining accurate records, and supporting the operational success of multiple communities and the Executive Director. The ideal candidate is organized, detail-oriented, adaptable, and committed to providing excellent administrative support.