Administrative Operations Specialist

4 days ago

North Nazimabad Town, Pakistan beBeeAdministration Full time
Job Description

We are seeking a detail-oriented and collaborative professional to support our finance and administrative operations. This role is responsible for day-to-day bookkeeping, contract administration, payroll, benefits coordination, and related administrative functions.

This is a high-precision, task-focused role best suited for a well-organized individual who thrives in a collaborative support environment.

Responsibilities
  • Generate daily invoices for hardware/software using QuickBooks Online (QBO) and the Professional Services Automation & Billing System (PSA).
  • Prepare and release monthly recurring service and project billing.
  • Track customer deposits and ensure timely revenue recognition.
  • Reconcile PSA and QBO to confirm billing accuracy and timing.
  • Create and maintain Managed Services, Fixed-Price, and T&M contracts in the PSA.
  • Monitor contract expirations, discounts, and renewals.
  • Coordinate with Sales and Service teams for client onboarding and compliance documents such as Certificates of Insurance (COIs).
  • Provide backup support to AP Clerk by entering and managing vendor bills and purchase orders.
  • Prepare weekly AP runs and resolve vendor inquiries.
  • Track credit-line usage and ensure proper approvals.
  • Verify timesheets and process bi-weekly payroll including certified payroll.
  • Coordinate health, dental, HSA, 401(k), and other benefit enrollments and changes.
  • Assist with onboarding/offboarding, personnel records, and responding to HR-related questions.
  • Reconcile bank and credit-card accounts; support journal entries and accruals.
  • Assist with monthly close and state/local tax filings.
  • Support preparation of 1099s and year-end audit documentation.
  • Manage calendars and trackers for contract renewals, licenses, and benefits.
  • Respond to internal finance and HR requests promptly.
  • Support document control, reporting, and improvement initiatives directed by the Finance Manager and Accounting Manager.

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