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Hybrid Office & Operations Coordinator en Smartapp

Smartapp · East Greenwich, Estados Unidos De América · Hybrid

60.000,00 US$  -  70.000,00 US$

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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.
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