Front Office Administrative Assistant

DataFirst is seeking a reliable, highly organized, and conscientious Front Office Administrative Assistant to support the daily operations of our growing team.

As a member of the Front Office Team, this position provides administrative support across finance, employee travel, sales, order processing, project operations, human resources, and vendor coordination.

This is an ideal opportunity for someone who enjoys variety, takes pride in accurate work, and can manage shifting priorities without losing attention to detail. The right candidate will be comfortable learning new systems, organizing information, assisting employees and customers, and becoming a trusted resource for both team members and company leadership.

• Support routine bookkeeping activities, including entering accounts payable and accounts receivable transactions, verifying employee expenses, and maintaining accurate financial records.
• Create sales orders and customer invoices in QuickBooks using approved documentation and established procedures.
• Coordinate employee travel, including flights, hotels, and ground transportation, while following company policies and identifying practical, cost-conscious options.
• Assist with employee onboarding by preparing required documentation, coordinating approved background screenings, and arranging new-hire travel when needed.
• Create and maintain accurate information in the company’s project management and business systems, including new projects, status updates, and supporting documentation.
• Prepare polished proposals and other business documents using approved templates and source materials.
• Maintain Excel spreadsheets used for operational tracking, reporting, and business records.
• Support project managers and migration engineers with administrative follow-up, documentation, research, and data entry.
• Maintain office supply and hardware inventory records, place approved orders, confirm receipt, and distribute items as needed.
• Maintain vendor and issue-tracking reports, including customer- and partner-specific reports assigned to the Front Office Team.
• Communicate professionally with employees, customers, and vendors by email and phone, routing questions to the appropriate team member.
• Document recurring processes, identify opportunities for improvement, and take ownership of new responsibilities as the role evolves.

• Previous experience in office administration, operations support, bookkeeping support, or a related role.
• Strong working knowledge of Microsoft Excel, including formulas, sorting, filtering, data validation, and organizing larger spreadsheets.
• Proficiency with Microsoft 365, particularly Outlook, Word, and Excel.
• Exceptional attention to detail and the ability to enter, compare, and verify information accurately.
• Clear, professional written and verbal communication skills.
• Ability to manage competing priorities, meet deadlines, protect confidential information, and follow established approval processes.
• A practical, resourceful approach to problem-solving and a willingness to learn unfamiliar systems and processes.
• A dependable, collaborative mindset with a strong commitment to quality and customer service.

• QuickBooks Desktop or comparable accounting software.
• Project management software, order management, or expense-reporting systems.
• Travel coordination, vendor management, inventory tracking, or new-hire administration.
• Creating polished business documents or basic marketing materials.

• Position Type: Full-time
• Salary Range: Competitive $50K - $56K
• Benefits: Comprehensive benefits package including health, dental, vision, PTO, and retirement plans

Location: Raleigh, North Carolina

Work arrangement: Primarily remote with weekly in-office responsibilities

Applicants must be authorized to work for any employer in the United States. DataFirst does not sponsor employment visas or other immigration processes to obtain or maintain employment eligibility.

DataFirst is a healthcare IT company focused on improving the delivery of patient care by advancing interoperability across enterprise imaging.

Our Silverback® Workflow Engine is an advanced DICOM routing solution with an integrated HL7 engine and workflow orchestration capabilities. It helps healthcare organizations connect imaging systems, manage the movement of data, and improve workflows across complex enterprise environments.

For more than 25 years, DataFirst has also been a recognized leader in PACS, DICOM, and VNA data migration. At DataFirst, we pride ourselves on three things: our people, our processes, and our products.