Full job description
Chen’s Enterprise is a packaged food and beverage distributor dedicated to providing quality products to supermarkets and food retailers. Known for our efficiency and customer-first approach, we seek a reliable and detail-oriented Office Administrator to support our financial and administrative operations.
Job Overview:
We are looking for a highly organized Part-Time Office Administrator who is proficient in QuickBooks, inventory management, Microsoft Office, and accounts receivable processes. This role will play a key part in managing our office’s day-to-day functions, ensuring that inventory and financial records are accurate, and maintaining clear accounts receivable tracking.
Key Responsibilities:
- QuickBooks Management: Process invoices, manage accounts payable and accounts receivable, and prepare weekly and monthly reports for management.
- Accounts Receivable:
- Generate, send, and track invoices to clients.
- Follow up on outstanding payments, maintain accurate records of receivables, and ensure timely collections.
- Reconcile accounts and prepare regular aging reports for review.
- Inventory Oversight:
- Track and manage inventory records, coordinating with the warehouse team to ensure accurate counts.
- Adjust inventory as needed, flagging discrepancies and updating the system in real-time.
- Microsoft Office Administration: Utilize Excel for detailed data analysis and reporting, manage email communication, prepare documents in Word, and manage scheduling in Outlook.
- Customer and Vendor Communication: Address inquiries regarding orders, invoices, payments, and inventory, maintaining strong client and vendor relations.
- Data Entry and Record Keeping: Maintain organized records for all transactions, accounts receivable entries, and inventory adjustments to ensure data integrity.
- Office Support: Perform general administrative duties, including filing, ordering supplies, and managing office organization.
Qualifications:
- Proven Experience with QuickBooks: Minimum of 2 years managing accounts receivable, payable, and invoicing in QuickBooks.
- Strong Accounts Receivable Skills: Experienced in generating invoices, following up on outstanding payments, and reconciling accounts.
- Inventory Management Skills: Understanding of inventory practices, with experience in tracking, managing, and reconciling inventory data.
- Proficiency in Microsoft Office: Advanced skills in Excel (pivot tables, VLOOKUP, data analysis) and solid proficiency in Word and Outlook.
- Attention to Detail and Organization: Accurate and thorough in managing financial and inventory records, with strong organizational skills.
Preferred Qualifications:
- Experience in the food and beverage or distribution industry.
- Familiarity with CRM systems and logistics.
- Strong interpersonal skills for communicating with customers, vendors, and team members.
- Not necessary but preferred is able to speak Mandarin
Job Details:
- Hours: 20-25 hours per week, with flexibility in scheduling.
- Compensation: Competitive hourly rate, based on experience.
- Location: On-site at North Eastern Richmond just off Knight Street Bridge.
Why Join Us?
- Supportive Work Environment: Be part of a collaborative and dedicated team.
- Flexible Hours: Perfect part-time schedule to support work-life balance.
- Growth Potential: Opportunities for increased responsibility within a rapidly growing company.
To Apply: Please submit your resume and a brief cover letter detailing your experience with QuickBooks, accounts receivable, inventory management, and Microsoft Office.
Become a vital part of our operations, supporting the financial health and efficiency of our business!
Job Type: Part-time
Pay: $20.00-$24.00 per hour
Expected hours: 25 per week
Flexible language requirement:
- French not required
Schedule:
- Monday to Friday
Experience:
- QuickBooks: 1 year (required)
- Microsoft Office: 1 year (required)
- Inventory management: 1 year (required)
Language:
- Mandarin (required)
Work Location: In person
Expected start date: 2024-11-11