Accounting Admin

ORBIT Industrial Services & Maintenance; Glendale (AZ); On-site; USD 42,000 - 64,000; Full time

Job summary

ORBIT Industrial Services & Maintenance is seeking an Accounting Admin to keep the money moving on a predictable schedule. You’ll own accounts payable, ensure timely invoices, manage cash and payroll, and keep job costs aligned with the numbers.

Reporting to the Office Manager, you will handle purchase orders, job files, and travel documentation while maintaining confidential records and following SOPs to support field operations.

Qualifications

• 3+ years of combined accounts payable, accounts receivable, and payroll experience in a trade, construction, or field service company.
• Hands on experience running the full AP cycle: matching bills to purchase orders, coding to jobs, and preparing weekly payment runs.
• Hands on experience running the full AR cycle: invoicing completed jobs, applying payments, and aging report.
• Experience entering payroll in a dedicated payroll system and reconciling time sheets to job cost.
• Working knowledge of an accounting system comparable to QuickBooks for AP, AR, PO, deposits, and invoicing.
• Working Excel skills, including sorting, filtering, and maintaining a shared tracking file.
• Able to follow a written SOP exactly and raise questions when a step does not match.

Responsibilities

• Vendor bills in and paid on schedule with proper job cost linkage.
• Customer invoices out and balances collected with timely reports.
• Cash banked and books matched to the bank weekly.
• Payroll and technician time entered accurately in the payroll system.
• Purchase orders, job files, and travel current and properly documented.

Skills

Accounts payable

Accounts receivable

Payroll

Excel

Attention to detail

Tools

QuickBooks

Payroll system

Banking portals

Job description

Team ORBIT needs someone who keeps the money moving on a predictable schedule, so leadership gets numbers they can trust and the field can work without wondering if the back office is keeping up. That is what this seat exists to do. Vendor bills in on time, customer invoices out the same day a job is verified complete, past due balances in plain sight, payroll clean before it moves.

If you take pride in handing someone clean information they can act on, keep reading.

We're looking for an Accounting Admin in (none).

Why Work With Us

Team ORBIT works in crane and iron installation. This role reports to the Office Manager and supports her directly. Without this seat, vendor bills pile up unpaid, customer invoices go out late, past due balances slip out of view, and payroll stalls.

The work is steady and the rhythm is real. Every bill ties back to its job. Every payment ties back to its invoice. Every time sheet ties back to the hours quoted. You keep the back office running so the field can work and management can see where the money stands without chasing it.

If that sounds like your kind of seat, keep reading.

Are You a Great Fit?

You like finishing what you start the same day you start it. An invoice ready to go out does not sit on your desk overnight.

You get satisfaction from numbers that match on the first pass. When they do not match, you chase the answer rather than guess at one.

You check your own work before you pass it on. You know what is due this week without looking it up.

You flag a difference the moment you find it, and you separate what you know from what you assume when you report it. The Office Manager hears the exception, not a theory.

You keep records current as you go, not at the end of the week. You follow a written step the same way every time, and you ask for clarification when a request is unclear.

You want to be the person others stop worrying about. When your list is clear, you ask what else needs doing.

You keep confidential information to yourself. That part is not negotiable.

Please Don't Apply If

• You prefer to look busy over being checked by results.
• You leave loose ends open for someone else to find.
• You wait to be asked before you chase an answer from someone who has gone quiet.
• You guess when a number does not match instead of documenting it and raising it.
• You want one slice of the process rather than the full picture.

What You'll Be Responsible For

Vendor bills in and paid on schedule

You own accounts payable. Bills get matched to purchase orders and packing slips, entered with the right job number, and paid on a steady weekly cadence. Every bill ties back to its job so costs land where they belong.

Proposed payment runs go to the Office Manager or Operations Manager for approval. The weekly open payables report reaches the accounting inbox on time. You review vendor statements and open items before a difference turns into a problem.

Customer invoices out and balances collected

Once a job is verified complete, the invoice goes out the same day, priced to the approved quote or time and material hours, with the required reports attached. Each invoice follows the customer's billing format so it gets paid without a dispute.

You run the aging report every Monday and work past due accounts through a clear follow up cadence at each bucket. You keep the collections log and work alongside the Office Manager on anything over sixty days.

Cash banked and books matched to the bank

Customer payments come in, get checked against the invoice, and are entered before deposits go to the bank weekly, or sooner for large checks. You update the accounting system from bank activity every workday and from the credit card account every week.

Your first task each morning is reviewing both checking accounts, printing the transaction report, and flagging any difference right away. When a payment does not match an invoice, you document it and tell the Office Manager before going further.

Payroll and technician time entered accurately

Time sheets get scanned and entered weekly, split billable against non billable, with technician hours tracked against hours quoted so job costing stays honest. Payroll goes into the payroll system every cycle for the Office Manager's final review and processing.

The numbers are right before they move, so taxes, withholdings, and deductions come out correct. You answer routine employee pay questions directly. Ownership sees only true exceptions or policy calls.

Purchase orders, job files, and travel current

You create purchase orders for Sales requests with the job number in the right field, freight separated, drop ship details complete, and a verification pass before the order reaches the vendor. The job tracking spreadsheet stays current with condition notes and documented files so anyone can see where a job sits.

Technician hotels are booked against the right job with the reservation attached in the accounting system, and per diem is tracked. These pieces keep the field supplied and job records complete so billing and job costing hold together.

Qualifications

• 3+ years of combined accounts payable, accounts receivable, and payroll experience in a trade, construction, or field service company.
• Hands on experience running the full AP cycle: matching bills to purchase orders, coding to jobs, and preparing weekly payment runs.
• Hands on experience running the full AR cycle: invoicing completed jobs, applying payments, and working an aging report through collections.
• Experience entering payroll in a dedicated payroll system and reconciling time sheets to job cost.
• Working knowledge of an accounting system comparable to QuickBooks for AP, AR, purchase orders, deposits, and invoicing.
• Working Excel skills, including sorting, filtering, and maintaining a shared tracking file.
• Comfort with a document and file sharing system, email, PDF handling, and online banking portals.
• Able to follow a written SOP exactly and raise questions when a step does not match what is in front of you.
• Able to sit at a desk and work on a computer for a full shift in an office setting.
• Able to complete a 45 minute office assessment as part of the hiring process.

Compensation and Benefits

If the idea of a clean set of books, a steady weekly rhythm, and being the person the Office Manager stops worrying about sounds like your kind of work,