Administrative Assistant with Accounting Support

Job Overview
N. J. Sullivan Co., Inc. is the premier sheet metal fabricator in Northern Virginia. Since 1958, the company has focused on providing exceptional quality and on time delivery to our customers by hiring the most capable and talented employees available. We support a number of industries including; electrical contracting, data center development, telecommunication, aerospace, and defense.

We are seeking an Administrative Assistant to perform a wide range of administrative and clerical tasks to ensure efficient operation of the office. Additionally, this employee will support the accounting department with basic accounting tasks.

This is a full-time position; 4-day workweek, Monday - Thursday 7:00-5:15 (40 hours per week) Some potential overtime.

Our expectation is that all of our employees will be as committed as we are to quality and on time delivery. We offer above average compensation and benefits, a healthy work environment, good leaders, and a shared commitment to being exceptional. If you are interested in working for a company that genuinely values its employees, then join us.

Administrative Duties:

· Perform general office administration (filing, document management, correspondence, kitchen and breakroom supply management).

· Greet visitors, answer phone calls, and direct inquiries appropriately.

· Provide customer service via phone, email and in person.

· Manage scheduling, meeting coordination, and travel arrangements.

· Order office supplies and manage vendor relationships.

· Maintain organized records (physical and digital).

· Support operations with processing shipping paperwork for delivering products to clients

· Additional administrative tasks as needed.

Accounting Support:

· Assist with accounts payable: data entry, matching vendor invoices, coding, and preparing payments.

· Assist with accounts receivable: prepare invoice package for data entry, process credit applications and credit card payments, verify client tax exempt forms and follow up on overdue accounts.

· Maintain and update accounting records and files.

Communicate with vendors and customers regarding billing, payments or other issues.

Requirements

• Proven experience as an Administrative Assistant or in a similar role.
• Proficiency in computer literacy, including Microsoft Office Suite (Word, Excel, PowerPoint).
• Strong organizational skills with the ability to prioritize tasks effectively.
• Familiarity with QuickBooks is preferred but not mandatory.
• Excellent communication skills, both verbal and written.
• Experience in a front desk or receptionist role is advantageous.
• Ability to work independently as well as part of a team.
• Strong attention to detail and problem-solving abilities.
• Perform other duties as assigned by management.

If you are looking for an opportunity to contribute to a dynamic team while developing your administrative skills, we encourage you to apply for this position.

Minimum Education & Experience Requirements:

· High school diploma or equivalent required.

· Associate’s degree or coursework in business administration, office management, accounting or a related field highly preferred.

Knowledge, Skills and Abilities:

· Strong organizational skills and attention to detail are a must!

· Strong written and verbal communication skills.

· Demonstrates effective communication, customer service and interpersonal skills.

· Proficiency in Excel required (Data Entry & Organization, Formatting, Sorting & Filtering, Page Set Up printing).

· Experience in Adobe Acrobat, Word and Outlook.

· Experience with ERP systems is highly preferred.

· Must be able to work in a high volume, fast-paced environment and effectively multi-task.

· Ability to maintain confidentiality of financial and company information.

· Strong sense of ethics and unwavering integrity, consistently demonstrates honesty, accountability, and reliability with a deep commitment to ethical decision-making, transparency, and maintaining a high standard of personal and professional conduct.

Physical Demands and Working Conditions: The Physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

· Physical Demands: While performing duties of the job, the employee is required to sit; stand; walk; reach with hands and arms. Specific vision abilities required by the job include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus.

· Work Environment: While performing the duties of the job, the employee is not exposed to weather conditions. The noise, light, sound and temperature levels are typical of an office environment.

Job Type: Full-time

Pay: $22.00 - $25.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 10 hour shift

Work Location: In person