Administrative Office Assistant / Full Charge Bookkeeper

Creatacor, Inc. is seeking an energetic professional who enjoys wearing multiple hats to fulfill a full-time Administrative Office Assistant/Full Charge Bookkeeper position. Creatacor is the largest supplier of trade show and custom fabrication services in upstate New York. Creatacor offers all full-time employees paid health benefits, a 401(k) retirement plan, and paid vacation and holidays. The successful candidate will be responsible for bookkeeping tasks involving accounts payable, accounts receivable, data entry, excel work, and various small projects. The administrative assistant’s duties involve answering telephones and filing and handling a wide range of administrative support-related tasks.

Responsibilities include but are not limited to the tasks listed below:

Bookkeeping duties:

  • Complete vendor credit applications for submission to Staff Accountant
  • Onboarding new vendors into internal systems
  • Recording and reconciling accounts receivable and accounts payable accounts
  • Requesting and maintaining W-9’s
  • Annual preparation and submission of 1099’s
  • Processing all vendor invoices and issuing payments
  • Reviewing invoices and statements and calling vendors with issues or discrepancies
  • Producing miscellaneous purchase orders and recording expenses when needed
  • Running various week-end/ month-end reports
  • Auditing of monthly credit card statements

Office duties:

  • Greeting guests in a friendly and professional manner as they arrive in the lobby
  • Answering phones, directing to the proper party, taking messages as needed
  • Filing, faxing, photocopying, scanning, bringing out and retrieving daily mail, data entry
  • Following up with vendors who have expired COI’s, requesting updated COI’s and uploading to the internal system
  • Running office errands as needed ie: bank, post office, etc
  • Organizing business/client luncheons and company events, including the ordering of monthly birthday cakes and anniversary functions, and picking up orders when necessary
  • Assisting departments in ordering meals for overtime and meetings
  • Maintaining and restocking kitchen, office, and maintenance room supplies
  • Maintaining the appearance of the kitchens, lobby, and conference rooms daily
  • Reviewing alerts from facility maintenance and safety log and determining action
  • Updating maintenance/safety log with the course of action ie. creating an internal work order, contacting a contracted vendor, contacting the building owner’s office
  • Coordinating facilities services with service providers (cleaning, HVAC, electrical, plumbing, pest control, etc)
  • Assisting HR with facility inspections and safety issues when needed
  • Other duties as assigned


  • At least two (2) years of bookkeeping/accounting experience required
  • A positive attitude and team player is a MUST
  • Must have strong interpersonal skills
  • Strong written skills and keen attention to detail
  • Well-organized with the ability to multi-task and willing to adapt in a fast-paced environment
  • Computer experience with Word, Excel, Google Docs/Sheets, and accounting software
  • Occasional overtime is required
  • Occasional 9 am – 6 pm working hours may be required


$40,000 – $50,000 / year.

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