Accounting Administrator-Accounts Payable-Coppell,TX

MEI Rigging & Crating•Coppell, TX

19d•Onsite

About The Position

The Regional Office Accounting Administrator supports efficient regional office operations by coordinating accounting administration and operational functions under the direction of the Regional Office Administration Supervisor or Operations Manager. The position works with Regional Operations Management and Corporate Accounts Payable to process vendor invoices, coordinate vendor setup and credit approval information, reconcile company and employee credit card transactions, enter receipts for purchased materials and services, and resolve invoice discrepancies with vendors. The role supports regional purchasing by creating requisitions and purchase orders, coding purchase orders, obtaining and assessing vendor quotes, confirming deliveries and vendor qualifications, matching invoices with receipts and purchase documentation, tracking open purchase orders, and following company purchasing procedures. It also supports accounts receivable by maintaining customer records, processing and delivering invoices, assisting with month-end close, reviewing aging and initiating collections, handling cash receipts and card payments, and gathering new customer information for corporate credit review. Additional duties include ordering office and facility supplies, helping receive and transfer calls, performing clerical tasks such as copying, scanning, and filing, and completing other assigned tasks. The role is based in a standard office environment and involves computer work, extended sitting, occasional walking, and lifting up to 10 pounds. The schedule is Monday through Friday, 8:00 a.m. to 5:00 p.m., 40 hours per week, with overtime as needed.

Requirements

High school diploma or GED.
At least two years of recent successful office accounting experience in accounts receivable, accounts payable, or bookkeeping.
Good to excellent working knowledge of Microsoft Office, including Word, Outlook, and PowerPoint.
Strong computer skills, including Excel and data entry.
Ability to maintain a high level of accuracy when preparing and entering information.
Ability to safeguard confidential vendor and customer information.
Strong organizational, prioritization, detail-oriented, and multitasking skills.
Excellent written and oral communication and interpersonal skills with internal and external stakeholders.
Ability to work effectively under deadlines and timeframes with a customer-service demeanor.
Ability to work in a high-functioning team environment.
Demonstrate honesty, integrity, professionalism, open communication, and pride in work and the company.

Nice To Haves

At least two years of recent experience with accounting software such as D365 is preferred.

Responsibilities

Process vendor invoices accurately and submit them promptly to Corporate Accounts Payable for payment.
Obtain information needed for new vendor setup and credit approval, including insurance and 1099-MISC compliance information.
Reconcile and retain company and employee credit card transactions and supporting documentation according to processes.
Enter receipts for purchased materials and services into accounting systems.
Communicate with vendors and follow up on discrepancies.
Create purchase requisitions for job-related materials and services at the request of Regional Office Management.
Code vendor purchase orders with the appropriate general ledger account and location, and note adjustments as needed.
Obtain vendor quotes, qualify and select vendors, create purchase orders, and confirm deliveries and minimum vendor qualifications, including Certificates of Insurance.
Match invoices to the receipt register and verify that packing slips and purchase orders match.
Track and resolve open purchase orders and comply with purchasing policies, processes, and procedures.
Maintain accounts receivable customer files and records.
Process and deliver customer invoices and retain customer job files and invoices according to process.
Assist with month-end closing responsibilities and meet deadlines.
Review accounts receivable aging for compliance and initiate collection efforts.
Handle cash receipts according to policy, including merchant processing of accounts receivable credit card payments.
Collect new customer information, such as credit applications and W-9 forms, and submit it to Corporate Accounts Receivable for credit-term determination and entry.
Assist with ordering office, janitorial, and kitchen supplies using company purchasing processes.
Assist with receiving and transferring incoming calls.
Perform general clerical duties, including copying, scanning, and filing vendor and customer records.
Complete other tasks as assigned.