Administrative Assistant

We've partnered with our client in Quincy, MA who is looking for an administrative support specialist to join their team.

The Administrator supports day?to?day operational and financial functions, ensuring timely and accurate processing of data, invoices, payments, and vendor information. This role works closely with the Finance team to maintain smooth workflows, resolve discrepancies, and uphold strong organizational practices.

• Enter, review, and maintain accurate data across internal systems while performing AP/AR tasks, including invoice coding, payment posting, and reconciliation.
• Process vendor invoices, schedule and execute payments, and maintain accurate vendor records.
• Add and set up new vendors in Yardi, UKG, and other internal platforms while ensuring compliance with company requirements.
• Communicate with vendors to obtain documentation, resolve issues, and address discrepancies related to invoices or payments.
• Support the Finance team with reporting, document preparation, data tracking, and reconciliation activities.
• Assist with month?end and year?end financial processes as needed.
• Utilize Yardi, UKG, and Microsoft Excel to complete daily tasks, run reports, and ensure data integrity across ERP systems and spreadsheets.

• Previous administrative or accounting support experience preferred.
• Familiarity with AP/AR workflows.
• Experience with Yardi, UKG, and Excel highly beneficial.
• Strong attention to detail, organization, and communication skills.
• Ability to work both independently and collaboratively in a fast?paced environment.

Determining compensation for this role (and others) at Vaco/Highspring depends upon a wide array of factors including but not limited to the individual’s skill sets, experience and training, licensure and certifications, office location and other geographic considerations, as well as other business and organizational needs. With that said, as required by local law in geographies that require salary range disclosure, Vaco/Highspring notes the salary range for the role is noted in this job posting.

The individual may also be eligible for discretionary bonuses, and can participate in medical, dental, and vision benefits as well as the company’s 401(k) retirement plan.