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Administrative & Accounting Coordinator
A fast paced environmental construction/consulting firm is looking for an experienced individual with a proven track record in the transportation and/or construction field. We are seeking a part-time and/or full time Administrative/Accounting Coordinator. This position is an integral part of the team. Candidates must be experienced, highly organized, knowledgeable, dependable, punctual, hardworking and highly motivated - to be considered.
The Administrative & Accounting Coordinator will work closely with the Managers, office staff and field techs. Candidate is responsible for liaising with customers, employees, supply vendors, supporting and working with our logistics and field personnel teams. The candidate must possess excellent written, phone and verbal skills. Due to our continued growth, we are looking to fill the position as soon as possible. Our success depends upon the dedication of our employees, and we are therefore highly selective in choosing new members for our team. For consideration, please email your resume and cover letter detailing what makes you the right fit for this position. Also include your salary history and hourly pay requirement for this position.
Essential Duties & Responsibilities (able to "hit" the ground running):
Office Duties
Accounting (AR, AP, Purchase Order issuing, receiving and logging in QuickBooks
Answer office phones, coordinate calls and demonstrate excellent customer service skills
File documents on a weekly basis
Provide excellent customer and team service
Sort and distribute mail/bank runs and miscellaneous errands for the entire team
Complete various administrative work as required (typing 60+wpm, basic reports, etc.)
Arrange courier services when needed (Fed Ex, UPS, etc).
Assisting the owner with various requests as needed.
During times of high pressure, support the operations department in performing easy data entry or other "Back Office work."
Executive leadership support and work with virtual manager
Orders office and break room supplies
Coordinate maid services
Send out office communication via email, snail mail and over the phone/text.
Advanced IT knowledge (more than comfortable and savvy to work with computers (PC, MAC, Apple devices, printers, copiers and related equipment). Able to troubleshoot issues and resolve at first level if at all possible.
Coordination/Follow-up/Logistics
Coordinate job scheduling with Clients, Office Staff, Work Crews and shipping/transportation companies (logistics).
Calendar projects and forecast availability of field techs.
Always be available during work hours to assist. OT is possibility on some months.
Oversight of Health & Safety Standards for Work Crews
Follow up and follow through on any pending tasks and have the mindset to put closure on all issued.
Be a coordinative support during times of high pressure and hectic situations.
Always strive to receive the best results and exceed expectations.
Assist with closing projects and related to coordination duties
Book travel for all team members and upper management
Delivering gifts to clients during all times of the year.
Additional Specific Duties & Responsibilities:
Must be proficient in QuickBooks (current/past versions)
MS Office Business Pro Software (Excel, Outlook, Word, Powerpoint)
MS Access or similar database (online/desktop) a plus
Basic Math skills
Able to maneuver with office programs and docs in a server structure and via the Internet
Willing to learn new skills in the environmental/construction industry
Ability to adapt to an ever changing environment
Service and support to all team members and clients
Educational Background:
Associates degree or higher education qualification and/or relevant project coordinator and/or management experience.
Work Experience:
Must have a minimum of 3 + years in an administrative, accounting or related coordinator role within the construction industry. Environmental/Hazardous Transportation experience, a plus.
Benefits
We offer a wide range of great benefits and perks to our employees to ensure they feel comfortable. It is small business environment with a family oriented culture known to take care of its employees. We offer progressive compensation with annual reviews, company-paid medical benefits for the employee (single plan), company-matching 401K contributions, regular recognition and bonuses, and many company-sponsored, family events away from work. Offered salary to commensurate with experience and training. Typical schedule M-F, special projects may require occasional weekend and/or holiday work with excellent pay.
Initial Process
Successful completion of a pre-employment background and substance screening process including, but not limited to, employment verifications, criminal search and Motor Vehicle Record (MVR) search as well continued verifications throughout employment history to ensure that all records meet company policy standards along with DOT screening and secure facility badge requirements.
Please submit your resume, cover letter if desired, mandatory salary history and salary requirements.
