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Office & Operations Coordinator

Office & Operations Coordinator

SmartappWest Warwick, RI, US
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Administrative Assistant

Location : West Warwick, RI

Type : Full-time

About the Role

We're looking for a reliable, detail-oriented multitasker to keep our office humming. In this hybrid role, you'll handle basic accounting tasks (payments, invoices, expense tracking), serve as first-line HR support for employees, keep the office running smoothly (supplies, snacks, facilities), and support executives with travel and calendars.

Accounting (approx. 40%)

  • Enter and maintain vendor bills and customer invoices in Sage 50 (or similar, e.g., QuickBooks).
  • Process payments (ACH / check), match POs / receipts, and track due dates.
  • Reconcile statements; follow up on missing W-9s and vendor details.
  • Prepare simple reports (A / P aging, A / R aging, monthly spend summaries) and assist with expense reimbursements.

HR Support (approx. 25%)

  • Be the first point of contact for routine HR questions (time off, benefits enrollment windows, policies).
  • Help with onboarding and offboarding checklists; maintain accurate employee files.
  • Assist with payroll changes and benefits updates (in coordination with HR / PEO).

    • Office Management (approx. 20%)

  • Own office supplies and snacks / water orders; manage mail / shipping.
  • Liaise with property management and vendors to address facilities issues (badges, cleaning, repairs).
  • Keep shared spaces tidy; coordinate on-site meetings and small events.

    • Executive Support (approx. 15%)

  • Book travel (flights / hotels / cars) within policy; prepare itineraries.
  • Coordinate calendars across time zones; schedule internal / external meetings.
  • Assist with expense reports and light presentation prep as needed.

    • What You'll Bring

  • 13 years in an office admin, HR assistant, accounting assistant, or operations role.
  • Hands-on experience with Sage 50 or a similar accounting package.
  • Strong Excel / Google Sheets skills; comfortable with Gmail / Outlook calendars and basic document tools.
  • Clear, friendly communication and a service mindset; able to handle sensitive info confidentially.
  • Highly organized, proactive, and dependable; comfortable switching contexts throughout the day.

    • Nice to Have

  • Experience with a PEO / HRIS (e.g., Rippling, ADP, Gusto, Paychex).
  • Basic knowledge of AP / AR workflows and expense management tools (e.g., Expensify / Ramp / Brex).
  • Event coordination or facilities / vendor management exposure.

    • Work Setup & Schedule

  • Onsite presence required to support the office and facilities.
  • Standard business hours, with occasional flexibility for early / late meetings or travel bookings.
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