Office & Operations Coordinator

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.

What you’ll do 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 1–3 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.