Accounting and Administrative Coordinator

Job Title: Accounting and Administrative Coordinator  

Job Summary:
The Accounting & Administrative Coordinator is responsible for managing all aspects of accounts payable, accounts receivable, job cost tracking, and administrative financial tasks to ensure accurate and timely processing of financial transactions. This role supports the accounting department by maintaining organized records, reconciling accounts, and assisting with tax filings. Additionally, the role includes general office administrative duties to support efficient business operations, including office management and answering phones. 

This position is with a small construction company specializing in drilling, requiring a versatile individual who can efficiently handle both accounting tasks and office management duties in a dynamic environment. 

This role will be on-site at our office in Palo Alto, CA. This will be around 75-80% accounting work and 20-25% administrative work. 

Duties/Responsibilities:
Accounts Payable (AP): 
•    Process and enter all accounts payable invoices after routing for approval and signature. 
•    Properly code invoices and upload supporting documentation. 
•    Prepare payment selections, create text files for bank uploads, and print check batches. 
•    Enter manual check transactions, including autopay, hand checks, or online portal payments. 
•    Review AP aging and payment history for discrepancies. 
•    Ensure all invoices have proper documentation and authorization. 
•    Ensure vendor information is correctly entered and updated as needed. 
•    Process online payments for utility and service providers, ensuring payments are made two days before the due date. 
•    Schedule and process recurring payments, such as lease agreements and service contracts, at the beginning of each month. 
Accounts Receivable (AR): 
•    Generate and send draft invoices for internal and client review. 
•    Invoice all jobs monthly and distribute invoices to clients. 
•    Conduct biweekly collections and update tracking spreadsheets accordingly. 
•    Review AR aging and payment history to resolve discrepancies. 
•    Log billings for Work-in-Progress (WIP) adjustments. 
•    Print and organize invoices for records. 
•    Monitor billing schedules and deadlines to ensure timely invoice processing. 
Cash Reconciliation: 
•    Reconcile the petty cash fund monthly and record transactions in accounting software. 
•    Maintain and upload backup documentation for all transactions. 
Job Cost Tracking: 
•    Review daily field bills and track supplies/materials used per job. 
•    Accurately update supply/material costs on a quarterly basis. 
•    Calculate and enter total costs for each job. 
Job Setup & Maintenance: 
•    Set up new jobs in the accounting software with all required details, including subcontract, tax rate, and prevailing wage status. 
•    Maintain accurate job records and update progress tracking. 
•    Keep job lists updated and accurate throughout the year. 
Monthly and Quarterly Tax Payments: 
•    Submit monthly California tax prepayments before the last Monday of the new month. 
•    Submit quarterly California tax filings before the end of the quarter. 
•    Enter and code tax payments into AP. 
•    Update the tax spreadsheet with new dates and tax rates annually. 
Administrative & Office Support: 
•    Office Management: 
•    Order and maintain office supplies, ensuring inventory is well-stocked. 
•    Coordinate maintenance and repair services for office equipment. 
•    Ensure cleanliness and organization of common areas. 
•    Reception and Communication: 
•    Answer phones promptly, provide assistance, and direct calls as needed. 
•    Retrieve, sort, and distribute incoming mail appropriately. 
•    Handle shipping and mailing of letters and packages. 
•    Handle union and child support correspondence, forwarding to appropriate personnel. 
•    Sign waivers when necessary. 
Document Management: 
•    File, shred, and organize documents, ensuring filing cabinets are maintained at year-end. 
•    Collect and scan field bills for payroll processing and job record-keeping. 
•    Maintain accurate and up-to-date job list records. 
Event Coordination: 
•    Assist in planning and organizing holiday gifts and events. 
Vendor and Facility Coordination: 
•    Manage geotechnical sample pickups and signoffs. 
•    Liaise with vendors and service providers for office needs. 
Licensing & Registration: 
•    Submit DMV and business license renewals through third-party processors.  
•    Maintain spreadsheets tracking DMV and business licenses to ensure compliance. 
•    Perform other duties as assigned.

Required Skills: 
•    Strong understanding of job cost accounting and invoice processing. 
•    Proficiency in accounting software (Vista, Sage, or similar preferred). 
•    Proficiency in Microsoft Applications (Word, Excel, Outlook). 
•    Excellent attention to detail and organizational skills. 
•    Ability to handle confidential financial information with discretion. 
•    Strong communication skills and ability to work in a team environment. 
•    Strong multitasking and time management skills. 
•    Ability to work independently while collaborating with team members. 
•    Flexibility and adaptability in a dynamic, fast-paced environment. 
•    Positive attitude and a proactive approach to problem-solving. 

Education and Experience:
•    Associate’s or bachelor’s degree in Accounting, Finance, Business Administration, or a related field (preferred). 
•    5+ years of experience in general accounting. 

Working Conditions:
The physical and work environment characteristics 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.

Physical Demands: 
•    While performing the duties of this job, the employee is required to walk, use hands to finger, handle objects, tools, or controls; reach with hands and arms; balance; stoop; bending or crouching; talk or hear. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. 
•    Some lifting of files, opening cabinets. 
•    Bending or standing as necessary.
•    Prolonged periods sitting at a desk and working on a computer.
•    Must be able to lift up to 15 pounds at times.

Work Environment: 
•    Position is sedentary with prolonged periods of standing, bending, sitting, kneeling
•    This position is based in an small office setting within a small construction company specializing in drilling. It requires versatility to handle both accounting and administrative tasks efficiently. Occasional travel between company locations may be required for job-related tasks. 

This description is not intended to be, nor should it be construed as an all-inclusive list of responsibilities, skills or working conditions associated with the position. It is intended to accurately reflect the activities and requirements of the position, but duties may be added, deleted, or modified, as necessary. This description does not constitute a written or implied contract of employment.