Office Administrator

JOB DESCRIPTION

Our Data Center client is seeking a highly organized, detail-oriented, and proactive Office Administrator & Accounts Receivable Specialist to oversee the daily operations of our office and manage accounts receivable functions. This individual will serve as a key point of coordination across operations, finance, vendors, customers, and leadership, ensuring the office runs efficiently while maintaining accurate financial records and supporting healthy cash flow. The ideal candidate is a self-starter who thrives in a fast-paced environment, possesses strong organizational and communication skills, and has experience managing both administrative office functions and accounting processes. This role supports a mission-critical data center operation where professionalism, responsiveness, and attention to detail are essential.

Key Responsibilities

• Office Administration & Operations
• Manage day-to-day office operations and ensure a professional, organized, and efficient workplace environment.
• Serve as the primary point of contact for visitors, vendors, deliveries, and office-related inquiries.
• Coordinate office supplies, equipment, maintenance, and vendor relationships.
• Support executive leadership with scheduling, travel arrangements, meeting coordination, and administrative tasks.
• Organize and maintain company records, contracts, and office documentation.
• Coordinate company events, team meetings, and employee engagement activities.
• Assist with onboarding of new employees, workspace setup, and administrative orientation.
• Partner with operations and facilities teams to support business continuity and office needs.

Accounts Receivable & Financial Administration

• Generate and distribute customer invoices accurately and in a timely manner.
• Monitor accounts receivable aging and follow up on outstanding balances.
• Communicate with customers regarding payment status, billing inquiries, and account discrepancies.
• Process customer payments and maintain accurate financial records. Reconcile accounts and investigate payment discrepancies.
• Support collection efforts while maintaining positive client relationships.
• Prepare AR reports and cash collection updates for leadership. Assist with month-end close activities, account reconciliations, and financial reporting.
• Coordinate with accounting and leadership teams to improve cash flow and financial tracking processes.
• Maintain compliance with company policies and accounting procedures. Responsibilities align with common AR functions, including invoicing, collections, reconciliations, and supporting cash flow performance.
• Administrative
• Finance Support Track vendor invoices and assist with accounts payable coordination as needed.
• Maintain organized financial documentation and audit-ready records. Support budgeting activities and expense tracking
• Assist leadership with special projects, reporting, and process improvement initiatives.

REQUIRED SKILLS AND EXPERIENCE

• Qualifications Required 3–5+ years of experience in office administration, accounting, accounts receivable, or related business operations roles.
• Experience managing invoicing, collections, and AR processes.
• Strong proficiency with Microsoft Office Suite, particularly Excel, Outlook, and Teams.
• Excellent organizational skills and attention to detail.
• Strong verbal and written communication skills.
• Ability to prioritize multiple tasks and work independently.
• Professional demeanor with strong customer service and relationship-management skills.

NICE TO HAVE SKILLS AND EXPERIENCE

• Preferred Associate's or Bachelor's degree in Business Administration, Accounting, Finance, or related field. Experience with accounting or ERP systems (QuickBooks, Sage, NetSuite, Microsoft Dynamics, or similar).
• Experience supporting executive leadership or managing office operations.
• Knowledge of basic accounting principles and financial reporting.