Office Administrator

Our Data Center client is seeking a highly organized, detail-oriented, and proactive Office Administrator & Accounts Receivable Specialist to oversee the daily operations of our office and manage accounts receivable functions. This individual will serve as a key point of coordination across operations, finance, vendors, customers, and leadership, ensuring the office runs efficiently while maintaining accurate financial records and supporting healthy cash flow.

The ideal candidate is a self-starter who thrives in a fast-paced environment, possesses strong organizational and communication skills, and has experience managing both administrative office functions and accounting processes. This role supports a mission-critical data center operation where professionalism, responsiveness, and attention to detail are essential.

Key Responsibilities
Office Administration & Operations
Manage day-to-day office operations and ensure a professional, organized, and efficient workplace environment.
Serve as the primary point of contact for visitors, vendors, deliveries, and office-related inquiries.
Coordinate office supplies, equipment, maintenance, and vendor relationships.
Support executive leadership with scheduling, travel arrangements, meeting coordination, and administrative tasks.
Organize and maintain company records, contracts, and office documentation.
Coordinate company events, team meetings, and employee engagement activities.
Assist with onboarding of new employees, workspace setup, and administrative orientation.
Partner with operations and facilities teams to support business continuity and office needs.
Accounts Receivable & Financial Administration
Generate and distribute customer invoices accurately and in a timely manner.
Monitor accounts receivable aging and follow up on outstanding balances.
Communicate with customers regarding payment status, billing inquiries, and account discrepancies.
Process customer payments and maintain accurate financial records.
Reconcile accounts and investigate payment discrepancies.
Support collection efforts while maintaining positive client relationships.
Prepare AR reports and cash collection updates for leadership.
Assist with month-end close activities, account reconciliations, and financial reporting.
Coordinate with accounting and leadership teams to improve cash flow and financial tracking processes.
Maintain compliance with company policies and accounting procedures. Responsibilities align with common AR functions, including invoicing, collections, reconciliations, and supporting cash flow performance.
Administrative Finance Support
Track vendor invoices and assist with accounts payable coordination as needed.
Maintain organized financial documentation and audit-ready records.
Support budgeting activities and expense tracking.
Assist leadership with special projects, reporting, and process improvement initiatives.

Salary Range: 80-90K

We are a company committed to creating diverse and inclusive environments where people can bring their full, authentic selves to work every day. We are an equal opportunity/affirmative action employer that believes everyone matters. Qualified candidates will receive consideration for employment regardless of their race, color, ethnicity, religion, sex (including pregnancy), sexual orientation, gender identity and expression, marital status, national origin, ancestry, genetic factors, age, disability, protected veteran status, military or uniformed service member status, or any other status or characteristic protected by applicable laws, regulations, and ordinances. If you need assistance and/or a reasonable accommodation due to a disability during the application or recruiting process, please send a request to HR@insightglobal.com.To learn more about how we collect, keep, and process your private information, please review Insight Global's Workforce Privacy Policy: https://insightglobal.com/workforce-privacy-policy/.

Qualifications
Required
3–5+ years of experience in office administration, accounting, accounts receivable, or related business operations roles.
Experience managing invoicing, collections, and AR processes.
Strong proficiency with Microsoft Office Suite, particularly Excel, Outlook, and Teams.
Excellent organizational skills and attention to detail.
Strong verbal and written communication skills.
Ability to prioritize multiple tasks and work independently.
Professional demeanor with strong customer service and relationship-management skills.

Preferred
Associate's or Bachelor's degree in Business Administration, Accounting, Finance, or related field.
Experience with accounting or ERP systems (QuickBooks, Sage, NetSuite, Microsoft Dynamics, or similar).
Experience supporting executive leadership or managing office operations.
Knowledge of basic accounting principles and financial reporting.

Benefit packages for this role will start on the 1st day of employment and include medical, dental, and vision insurance, as well as HSA, FSA, and DCFSA account options, and 401k retirement account access with employer matching. Employees in this role are also entitled to paid sick leave and/or other paid time off as provided by applicable law.