Administrative Assistant

Heritage Exteriors is a leading provider of high-quality exterior services. With a commitment to excellence and customer satisfaction, we specialize in enhancing the beauty and functionality of homes and buildings through expert craftsmanship and superior materials.

Job Description

Heritage Exteriors is growing, and we have an excellent opportunity for a detail-oriented, highly organized Administrative Assistant to join our team. This role is central to office operations, financial recordkeeping, and maintaining a professional front-office environment. The ideal candidate will have strong data entry capabilities, hands-on QuickBooks experience, and a proactive approach to organization and office presentation.

Responsibilities

• Serve as the first point of contact by answering phones, greeting visitors, and responding to emails in a professional manner.
• Accurately set up all new customers in the CRM and maintain updated client records.
• Maintain a clean, organized, and professional front desk and showroom area at all times.
• Monitor and restock office and showroom supplies as needed.
• Establish and maintain organized physical and digital filing systems for customer files, contracts, invoices, vendor records, and internal documents.
• Ensure timely scanning, labeling, and secure storage of documents for compliance and retrieval efficiency.
• Perform routine audits of files to ensure completeness and accuracy.
• Perform high-volume data entry with accuracy and efficiency.
• Update databases and internal systems to ensure real-time accuracy of operational information.
• Utilize QuickBooks daily to accurately record all Accounts Payable (AP), including vendor invoices, expense coding, and payment tracking.
• Record and post Accounts Receivable (AR) transactions, including customer invoices, incoming payments, and adjustments.
• Reconcile discrepancies in billing or payments and communicate with customers or vendors as needed.
• Maintain accurate financial documentation to support reporting and accounting review.
• Assist with monthly financial organization and documentation preparation.
• Handle confidential information with discretion and professionalism.
• Perform other administrative duties as assigned to support overall office operations.

Compensation & Benefits

• $20 – 25 / Hour (Depending on experience)
• Full benefits
• Health Insurance
• Full Flex Benefits (FSA, HSA, FLEX, and Dependent Care)
• AFLAC
• Simple IRA with company match

Job Qualifications

• High school diploma or equivalent; Associate degree or relevant certification is a plus.
• Proven experience in data entry and database management.
• 1–2 years of hands-on QuickBooks experience required, specifically handling Accounts Payable and Accounts Receivable functions.
• Strong attention to detail and high level of accuracy in financial and administrative tasks.
• Experience maintaining organized filing systems (physical and digital).
• Excellent organizational and time-management skills.
• Ability to multitask and prioritize in a fast-paced office environment.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Ability to work independently and as part of a team.

Come join our team, where we’re shaping the future, one home at a time. Take the next step in your career and become an integral part of our success. Apply now!