Accounting/Administrative Specialist

About the Role

The Accounting/Admin Specialist ensures timely and accurate processing of accounts payable invoices, vendor payments, daily deposits, and accounting records in accordance with company policies. This role also serves as the front desk administrator, promoting a professional and personable image while providing exceptional customer service and administrative support. The position handles a variety of accounting, administrative, inventory, and office management functions, supporting the Accounting Department, project teams, Human Resources, and branch operations.

Responsibilities

• Accurately post accounts payable invoices to the accounting system daily.
• Review all invoices for proper supporting documentation and approvals in accordance with company policies.
• Process checks in accordance with company policies.
• Work with purchasers and Project Managers to resolve discrepancies between invoices, purchase orders, and packing slips.
• Reconcile vendor statements to ensure all accounts are kept current.
• Answer vendor calls and respond timely to vendor inquiries.
• Compile and organize all accounts payable files and documentation.
• Scan daily deposits to the bank and post to the accounting system.
• Reconcile company credit card statements and manage corporate credit card programs.
• Assist with audits, tax issues, month-end close, and reporting as needed.
• Identify and implement best practices to streamline processes.
• Promptly answer all incoming calls in a professional manner; direct callers to the appropriate department or employee, transfer calls, route voicemail, take accurate messages, and assist callers with general inquiries.
• Greet and assist all visitors.
• Receive all incoming shipments.
• Prepare and coordinate outgoing FedEx and UPS packages.
• Import employee time daily and verify hours for various departments.
• Create and edit purchase orders promptly.
• Scan invoices and packing slips and forward them to Accounting.
• Handle various material inventory functions, including creating and editing inventory items, researching and correcting unit cost and unit of measure issues, uploading materials used daily from Quickbase, preparing monthly physical inventory count sheets, posting material slips for inventory transactions, and filing approved documentation according to company policies.
• Work with Project Managers to ensure Quickbase proposals that have been awarded are updated and prepare monthly reports for the CFO.
• Close out projects in Quickbase as projects are closed in Navision.
• Manage inventory of office supplies and maintain vendor relationships.
• Keep office areas clean, organized, and stocked; coordinate office cleaning, maintenance, and facility needs with vendors and landlords.
• Assist Project Managers with expense reports, credit card receipts, bid documents, ordering meals, hotel reservations, and other administrative needs.
• Assist Human Resources with applicant processing and new hire orientation.
• Coordinate employee engagement and recognition activities.
• Perform other accounting, administrative, and special projects as assigned.

Requirements

Associate's degree or equivalent from a two-year college or technical school, preferably in Accounting or Business Administration; or at least one year of related experience and/or training; or an equivalent combination of education and experience.

Skills

• Demonstrated ability to maintain high levels of confidentiality.
• Strong attention to detail and accuracy.
• Highly motivated with a strong initiative for learning and quick implementation.
• Ability to multi-task, prioritize, and manage time effectively in a fast-paced, high-volume environment.
• Strong data entry skills.
• Proficient with speed and accuracy using a computer keyboard, including 10-key by touch.
• Excellent written and verbal communication skills.
• Highly customer service oriented with excellent phone skills.
• Strong proficiency using Microsoft Outlook, Word, and Excel.
• Demonstrated ability to build and maintain effective working relationships with employees, vendors, and customers in a team-oriented environment.
• Strong planning and organizational skills with the ability to identify and resolve problems, follow through on assignments, prioritize competing tasks, and work with a sense of urgency.

Benefits

• Medical, Dental, and Vision Insurance
• Life Insurance
• Long Term Disability
• Paid Time Off
• Paid Holidays
• 401(k) with Company Match
• Tuition Reimbursement

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Regularly required to sit; use hands, feel, talk, or hear.
• Required to stand; walk; reach with hands and arms; climb or balance; and stoop, kneel.
• Must frequently lift and/or move up to 50 pounds.
• Specific vision abilities required include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.