Accounts Payable and Facilities Admin - Immediate Opening

HVJ Associates•Houston, TX

About The Position

Description Results Statement Story: Do you get a “kick” out of creating order out of chaos? Maybe you enjoy working in a dynamic environment and interacting effectively to organize facilities, people, events and documents in way that is coherent, pleasant to deal with, easy to understand and navigate? Can you be trusted with confidential information, and trusted to make strong, reliable commitments? Can you work well with team members who may sometimes be demanding and disorganized, and still reliably and consistently deliver valuable results? Are you coachable, willing to learn and grow? Our team has a very busy schedule and a heavy workload and interacts frequently with various stakeholders in the course of supporting other departments and the vision of the firm. In order for the team to be focused and successful where most needed, it needs someone who can offer valuable administrative; from owning and handling accounts payable, facilities matters and supplies to HR-related and General Administrative assistance (including standard responses to correspondence, data entry, filing, archiving, typing, proofreading, formatting, copying, scanning and routing documents, etc.). Does this sound like a team you want to be on? Can you independently manage and execute accounts payable functions, including invoice review, coding, processing, vendor reconciliations, and payment scheduling with accuracy and timeliness? Can you own the building appearance to a given standard, without needing to be told what specific tasks must be performed? Can you adequately coordinate building maintenance activities, and manage various building service providers? Can you interact effectively with people from various backgrounds such that they cooperate with you to get the results you want? Are you willing and able to perform HR-related assignments when needed? (some onboarding responsibilities, gathering/entering data, maintaining files) Are you happy to handle assignments related to IT, fleet, and business insurance administration? HVJ needs a committed Accounts Payable and Facilities Admin to take ownership of ensuring facilities standards are met and coordinating or executing various clerical and other tasks or assignments related to HR, Business Insurance, Accounting and general administration as directed, and consistent with the firm’s vision and initiatives. If all of this appeals to you, you may have just found your new home!

Requirements

Three to five years’ relevant hands-on experience in Accounts Payable required
One to two years’ experience in Facilities Coordination preferred
Minimum education: High School diploma or equivalent
Ability to initiate offers of value, and analyze and solve problems
Ability to maintain confidentiality, build trust and rapport with stakeholders
Strong organizational skills; ability to manage multiple requests and commitments effectively
Strong written and oral communication skills
Strong math and computer skills, particularly with excel spreadsheets and graphs
Attention to detail with focus on accuracy and consistency
Ability to work successfully in a team setting and keep a positive attitude
Gratitude
Ambitious
Responsible
Excellence
Integrity
Organized/Planner
Team Player

Nice To Haves

Experience or familiarity with HR- or Accounting-related software (especially ADP Workforce Now, Deltek Talent Management and Deltek Vision) is preferred

Responsibilities

Demonstrate ability to own and perform full-cycle accounts payable processes, ensuring accurate invoice processing, proper documentation, timely payments, and compliance with internal controls
Maintain building security and user database (ID Badge System)
Knowledge in computer workstation setups and functions
Office equipment maintenance and procurement of new office equipment as needed
Liaison for Business Associates and Repair Companies
Schedule and track preventative maintenance and repair orders
Monitor and maintain office supplies, inventory and keep building stocked
Monitor and maintain janitorial and breakroom supplies
Lift and carry up to 40 lbs at a time
Perform as requested by your manager(s). This may include cross-training and serving as backup for other duties
handling daily facilities-related matters with some outsourced support, accounts payable and general administrative assignments related to the Finance and Admin Team