Accounting & Office Coordinator

The Office and Accounting Assistant plays a critical role in supporting the accounting department and ensuring smooth office operations. This position is responsible for a variety of tasks including accounts payable and receivable, document management, state reporting, and general office administration. The ideal candidate will demonstrate strong organizational skills, attention to detail, and a commitment to maintaining accurate financial records.

Key Responsibilities & Essential Functions:

Accounting Support (60%)

• Accounts Payable and Receivable
  • Process invoice data entry and ensure timely payments to vendors.
  • Verify the accuracy of invoices against purchase orders and delivery receipts.
  • Conduct monthly reconciliations of accounts payable to ensure all invoices are accounted for.
  • Oversee customer payment inquiries and resolve discrepancies promptly.
  • Prepare weekly aging reports to track outstanding invoices and follow up on overdue accounts.
  • Issue invoices to customers and ensure they are accurate and timely delivery.
  • Assist Project Managers with accounts receivable collections and maintain relationships with clients.

• General Ledger Maintenance
  • Update and maintain general ledger reconciling spreadsheets, ensuring all entries are accurate and up to date.
  • Assist with month-end close processes, including journal entries and reconciliations.

Records Administration (20%)

• Compliance and Reporting
• • Submit and maintain corporate annual reporting by state, ensuring compliance with all applicable regulations.
  • Process quarterly and annual IFTA filings, verifying receipts for accuracy.

• Project Documentation & Project Support
• • Organize and maintain project folders, ensuring all documents are filed correctly and accessible.
  • Create new project binder for Project Managers and assist with documentation of project milestones.
  • Assist with project submittal and follow up.

Office Administration (20%)

• Administrative Support
• • Manage office supply inventory, including ordering and restocking supplies as needed.
  • Assist with event planning, including coordination for meetings, training sessions, and team building activities.
  • Support Project Engineer with all field travel.
  • Manage daily mail collection and distribution, ensuring timely communication within the office.

• Vendor Management
  • Maintain and update all vendor and client W-9 forms and Certificates of Insurance.
  • Assist in the onboarding of new vendors, including the collection of necessary documentation.

Non-Essential Functions

• Attend industry seminars and workshops for professional development, subject to supervisor approval.
• Participate in additional projects and tasks as assigned by management to support the overall team objectives.

Knowledge, Skills, and Abilities

• Communication Skills: Excellent verbal and written communication skills are essential for interacting with vendors, clients, and team members.
• Organizational Skills: Strong organizational and multitasking abilities to manage competing priorities and deadlines effectively.
• Technical Proficiency: Proficient in Microsoft Office Suite (Excel, Word, Outlook) and experienced with accounting software (e.g., QuickBooks, Sage).
• Analytical Skills: Ability to analyze financial data and identify discrepancies or areas for improvement.
• Team Player: Demonstrates a collaborative approach and willingness to assist colleagues as needed.

Education, Training, and Experience

• Education: Associate Degree in Business, Accounting, or a related field is preferred.
• Experience: Minimum of 2 years of full-time work experience in accounting or office administration.
• Industry Knowledge: Experience in the construction industry or familiarity with construction accounting practices is preferred.

Physical Requirements

• Must be able to sit or stand at a stationary workspace for up to 100% of the workday.
• Regular use of computer screens, keyboards, and phones is required.
• Occasional lifting of office supplies or documents up to 25 pounds may be necessary.

Supervisory Responsibility

• This position has no direct reports but may provide guidance to interns or junior staff as needed.