Administrative & Accounts Coordinator

<div class="benefits"> <div><strong>Benefits:</strong></div> <ul> <li>Company parties</li> <li>Opportunity for advancement</li> <li>Paid time off</li> <li>Training & development</li> <li>Free uniforms</li> </ul> </div> <div class="trix-content"> <div> <strong><br>Position Summary<br></strong><br> </div><div>We are seeking a detail-oriented and proactive <strong>Administrative & Accounts Coordinator</strong> to serve as the backbone of our daily operations. This role is a hybrid of focused financial management—handling the "Three-Way Match" of procurement—and high-energy office support. You will be the primary gatekeeper ensuring that every dollar spent is accounted for and that our team has the administrative runway to succeed.<br><br> </div><div><strong>Key Responsibilities</strong></div><div> <strong>Financial Administration & Compliance<br></strong><br> </div><ul> <li> <strong>Accounts Receivable (A/R):</strong> Proactively monitor aging reports and conduct outreach to clients to ensure timely collection of outstanding payments.</li> <li> <strong>Accounts Payable (A/P) & Procurement Audit:</strong> Collaborate with the <strong>Director of Operations</strong> to process payments. You are responsible for verifying the <strong>"Three-Way Match"</strong>: ensuring every invoice has a corresponding <strong>packing slip</strong> and a confirmed <strong>receiving report</strong>.  This also can include tickets, and maintaining Vehicle records like registrations inspections, and insurances.</li> <li> <strong>Inventory & Document Control:</strong> Actively collect and file documentation from all incoming shipments to confirm physical receipt of goods before authorizing payment.</li> <li> <strong>Coding & Data Entry:</strong> Maintain the integrity of financial records by accurately assigning <strong>Chart of Accounts (COA)</strong> codes to all validated invoices.</li> <li> <strong>Banking & Cash Management:</strong> Handle physical check deposits and maintain a daily log of cash positions to assist the Director of Operations with cash flow forecasting.</li> <li> <strong>Vendor Relations:</strong> Act as the primary point of contact for vendor billing discrepancies, missing paperwork, or credit requests.<br><br> </li> </ul><div> <strong><br>Front-Office & Team Support<br></strong><br> </div><ul> <li> <strong>Director of First Impressions:</strong> Serve as the first point of contact for all incoming calls, providing professional routing and general information.</li> <li> <strong>Process Improvement:</strong> Identify bottlenecks in the receiving or billing process and propose digital or physical filing solutions to increase efficiency.</li> <li> <strong>Administrative Support:</strong> Assist the team with ad-hoc projects, including meeting preparation, basic report generation, and office supply management.<br><br> </li> </ul><div><strong>Qualifications</strong></div><ul> <li> <strong>Experience:</strong> 2+ years in an administrative, bookkeeping, or <strong>Purchasing/Inventory Coordinator</strong> role.</li> <li> <strong>Financial Literacy:</strong> Solid understanding of the Chart of Accounts and the lifecycle of a purchase order.</li> <li> <strong>Technical Skills:</strong> Proficiency in accounting software (e.g., QuickBooks, Xero) and advanced skills in Microsoft Excel (VLOOKUPs or Pivot Tables are a plus).</li> <li> <strong>Attention to Detail:</strong> A "perfectionist" mindset when it comes to matching invoices to physical inventory.</li> <li> <strong>Logistics:</strong> Must have a valid driver’s license and reliable transportation for bank deposits.<br><br> </li> </ul><div><strong>Value-Add Competencies</strong></div><div> <strong>Value-Add</strong> | <strong>Why It Matters</strong><br><strong>Discrepancy Resolution</strong> | Catching "short-ships" or overcharges before they hit the ledger saves the company real money.<br><strong>Audit Readiness</strong> | Maintaining a digital "paper trail" of packing slips and invoices ensures year-end audits are painless.<br><strong>Proactive Communication</strong> | Managing vendor expectations during the A/P process preserves the company’s reputation and credit terms.<br><strong>Operational Support</strong> | Freeing up the Director of Operations from manual data entry allows them to focus on high-level strategy.</div> </div>