Administrative & Accounts Coordinator

Signarama Philadelphia/Cherry Hill, NJ•Philadelphia, PA

20d•Hybrid

About The Position

We are seeking a detail-oriented and proactive Administrative & Accounts Coordinator to serve as the backbone of our daily operations. This role is a hybrid of focused financial management—handling the "Three-Way Match" of procurement—and high-energy office support. You will be the primary gatekeeper ensuring that every dollar spent is accounted for and that our team has the administrative runway to succeed.

Requirements

2+ years in an administrative, bookkeeping, or Purchasing/Inventory Coordinator role.
Solid understanding of the Chart of Accounts and the lifecycle of a purchase order.
Proficiency in accounting software (e.g., QuickBooks, Xero) and advanced skills in Microsoft Excel (VLOOKUPs or Pivot Tables are a plus).
A "perfectionist" mindset when it comes to matching invoices to physical inventory.
Must have a valid driver’s license and reliable transportation for bank deposits.

Nice To Haves

Catching "short-ships" or overcharges before they hit the ledger saves the company real money.
Maintaining a digital "paper trail" of packing slips and invoices ensures year-end audits are painless.
Managing vendor expectations during the A/P process preserves the company’s reputation and credit terms.
Freeing up the Director of Operations from manual data entry allows them to focus on high-level strategy.

Responsibilities

Accounts Receivable (A/R): Proactively monitor aging reports and conduct outreach to clients to ensure timely collection of outstanding payments.
Accounts Payable (A/P) & Procurement Audit: Collaborate with the Director of Operations to process payments. You are responsible for verifying the "Three-Way Match": ensuring every invoice has a corresponding packing slip and a confirmed receiving report. This also can include tickets, and maintaining Vehicle records like registrations inspections, and insurances.
Inventory & Document Control: Actively collect and file documentation from all incoming shipments to confirm physical receipt of goods before authorizing payment.
Coding & Data Entry: Maintain the integrity of financial records by accurately assigning Chart of Accounts (COA) codes to all validated invoices.
Banking & Cash Management: Handle physical check deposits and maintain a daily log of cash positions to assist the Director of Operations with cash flow forecasting.
Vendor Relations: Act as the primary point of contact for vendor billing discrepancies, missing paperwork, or credit requests.
Director of First Impressions: Serve as the first point of contact for all incoming calls, providing professional routing and general information.
Process Improvement: Identify bottlenecks in the receiving or billing process and propose digital or physical filing solutions to increase efficiency.
Administrative Support: Assist the team with ad-hoc projects, including meeting preparation, basic report generation, and office supply management.