Overview
QuickBooks Administrative Assistant Jobs in Greater Philadelphia at The Judge Group
Title: QuickBooks Administrative Assistant
Company: The Judge Group
Location: Greater Philadelphia
Our client is seeking a reliable and detail‑oriented Administrative Assistant / Office Administrator with strong QuickBooks, Accounts Receivable/Accounts Payable (AR/AP), and banking experience. This is a hybrid role in Collingdale, PA and supports daily administrative operations and essential bookkeeping functions to ensure the office runs smoothly and financial processes remain accurate and timely.
This is a 20-30 hour a week part-time role with flexible core hours.
Key Responsibilities
Office Administration
- Serve as the primary point of contact for visitors, clients, and incoming calls.
- Maintain organized filing systems (digital and paper), manage correspondence, and prepare/format documents.
- Support scheduling, calendar coordination, and meeting logistics.
- Order and maintain office supplies and general office upkeep.
- Assist with onboarding paperwork and other administrative HR-related tasks.
- Coordinate with vendors, service providers, and internal team members as needed.
QuickBooks, AR/AP & Banking
- Manage Accounts Receivable: create invoices, apply payments, follow up on outstanding balances.
- Manage Accounts Payable: enter bills, process vendor payments, track due dates, and maintain accurate records.
- Perform bank reconciliations, verify transactions, and maintain accurate cash flow reporting.
- Prepare financial summaries and transaction reports for leadership.
- Assist with weekly and monthly financial close activities.
- Work with leadership, external accountants, or finance partners to ensure accurate and compliant bookkeeping.
Required Qualifications
- 2+ years of administrative office experience.
- Hands-on QuickBooks experience (Desktop or Online).
- Practical experience managing AR/AP and performing bank reconciliations.
- Strong attention to detail and excellent organizational skills.
- Ability to prioritize and manage multiple tasks in a fast-paced environment.
- Strong communication skills, both written and verbal.
- Proficiency in Microsoft Office Suite (Excel, Word, Outlook).
Preferred Qualifications
- Experience working in a small business or professional services environment.
- Familiarity with handling sensitive financial and client information.
- Comfort working in a role that blends administrative support with financial responsibilities
