Administrative Operations Coordinator

ASST•McSherrystown, PA

About The Position

As the Administrative Operations Coordinator, you are to assist with the day-to-day hands-on accounting, compliance, marketing, and HR functions. This role requires constant communication with the Controller/Director of Administrative Operations and the ability to operate independently with sound judgment and discretion.

Requirements

Ability to operate independently with sound judgment and discretion.

Responsibilities

Own the company's accounts payable day-to-day functions: enter AP invoices in FileMaker/Innergy & Vista, and complete and negotiate AP terms as necessary, subject to Controller/Director of Administrative Operations sign-off.
Update budgets and contracts in Vista in accordance with PM projections.
Assist the Controller/Director of Administrative Operations with monthly PM meetings, including preparing reports and communicating billing goals to the Staff Accountant.
Send sales tax exemption forms and W-9s as requested by vendors.
Prepare and issue lien releases to subcontractors.
Maintain compliance by overseeing insurance, lien, contractual, and tax requirements of projects.
Prepare 1099 forms for rent, non-employees, office cleaners, and other applicable payees at year-end as directed by the Controller/Director of Administrative Operations.
Renew vehicle registrations.
Post weekly on social media accounts.
Update the company website as necessary, including a weekly blog post for SEO purposes.
Reach out to vendors, customers, and employees for pictures of completed projects.
Assist the Controller/Director of Administrative Operations with presenting employees' insurance and benefits enrollment options.
Assess current accounting, compliance, marketing, and HR operations and consistently recommend improvements and new processes as necessary to the Controller/Director of Administrative Operations.
Begin documenting standard operating procedures and continually update as needed.
Prepare reports, summaries, and updates for the Controller/Director of Administrative Operations as requested.
Coordinate with external auditors and the parent company as directed/necessary.
Other duties as assigned.