Accounting/Administrative Specialist

Responsibilities

• Manage routine purchasing for office, lab, and breakroom supplies by tracking stock levels, placing orders with approved vendors, and maintaining availability of essential materials.
• Process invoices, request missing billing documents, and enter financial information into QuickBooks to support accurate accounts payable records.
• Maintain open purchase order records by updating order status, revising estimated delivery dates, and following up with vendors when shipment details are unavailable.
• Receive incoming deliveries, organize related paperwork, and ensure shipping materials are handled according to site procedures.
• Prepare weekly payment activities, including accounts payable processing, check runs, and filing of paid invoices and outstanding bills.
• Review and approve contractor timesheets, assist with employee reimbursement and travel expense submissions, and support related accounting documentation.
• Complete month-end administrative and accounting tasks such as use tax calculations, usage tracking, inventory-related entries, prepaid balance reviews, and reporting updates.
• Coverage vendor credits, hazardous waste billing allocations, recurring supply orders, janitorial communication, and other general administrative support needs.
• Support periodic operational tasks including preparing timesheets, arranging lab coat laundering, reconciling vendor statements, and ordering required workplace compliance materials.

Qualifications

• 1+ years of office administration/accounting assistance experience
• QuickBooks and Microsoft Office skills
• Attention to detail