Accounting Administrator

MFS (Managed Facilities Solutions); San Jose (CA); On-site; USD 60,000 - 75,000; Full time

Job summary

Managed Facility Solutions (MFS) is looking for an Accounting Administrator in San Jose, CA to support the Finance & Compliance team with subcontractor audits, billing documentation, and general admin duties. The role emphasizes accuracy, organization, and timely processing of documents using Excel and OneDrive.

The ideal candidate has 1–3 years in an administrative or accounting role, with proficiency in Excel and familiarity with QuickBooks, Intacct, or Coupa.

Qualifications

• High school diploma required; Associate's or Bachelor's degree in Accounting, Business, or a related field preferred.
• 1-3 years of administrative, accounting, or bookkeeping experience preferred.
• Strong organizational skills with high attention to detail and accuracy.
• Proficiency in Microsoft Office, particularly Excel, and experience with OneDrive/SharePoint.
• Experience with accounting software (e.g., QuickBooks, Intacct, Coupa) is a plus.
• Excellent written and verbal communication; ability to interact professionally with subcontractors, vendors, and internal teams.

Responsibilities

• Support subcontractor compliance audits by collecting, verifying, and organizing required documentation.
• Track compliance and renewal deadlines; follow up with subcontractors and internal teams.
• Reconcile subcontractor invoices and billing against contracts and purchase orders.
• Maintain an organized subcontractor compliance tracker and provide status updates.
• Maintain and organize OneDrive billing folders; ensure labeling and current files.
• Assist with data entry, file uploads, and quality checks for billing records.
• Provide general administrative support to the Finance & Compliance team.

Skills

Attention to detail

Organizational skills

Communication

Multitasking

Education

Associate's degree in Accounting or related field

Bachelor's degree preferred

Tools

Excel

OneDrive/SharePoint

QuickBooks

Intacct

Coupa

Job description

EOE Statement We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status or any other characteristic protected by law.

Category Accounting/Finance

Description

Position Title: Accounting Administrator

Position Status: Full-time

Reports To: SVP of Finance & Compliance

Location: San Jose, CA

Pay Range: $60,000.00-$75,000.00 per year

SUMMARY DESCRIPTION

As an Accounting Administrator, you will provide critical administrative and compliance support to the Finance & Compliance team, allowing senior team members to focus on higher-level financial priorities. Your primary responsibilities will center on supporting subcontractor compliance audits, maintaining and organizing the company's OneDrive billing documentation, and handling a variety of day-to-day administrative tasks for the department. You will work closely with internal teams, subcontractors, and vendors to ensure documentation is accurate, complete, and readily available, and you will play a key role in keeping the department organized and audit-ready.

Subcontractor Compliance & Audit Support

• Support subcontractor compliance audits by collecting, verifying, and organizing required documentation, including Certificates of Insurance (COIs), W-9s, licensing, and executed subcontractor agreements.
• Track subcontractor compliance and renewal deadlines, following up with subcontractors and internal teams to resolve missing, expired, or incomplete documentation.
• Reconcile subcontractor invoices and billing against contract terms and purchase orders, flagging discrepancies for review by the Finance team.
• Maintain an organized subcontractor compliance tracker and provide status updates to the Finance team in advance of scheduled audits.
• Assist in assembling documentation packages for internal and external subcontractor audits.

OneDrive Billing Folder & Data Management

• Maintain and organize the company's OneDrive billing folders, ensuring invoices, supporting documentation, and client billing files are accurately filed, labeled, and kept current.
• Establish and maintain consistent naming conventions and folder structures for billing documentation to support easy retrieval by the Finance team.
• Monitor billing folders for completeness, follow up with internal teams to obtain missing documentation, and archive completed files in accordance with company retention guidelines.
• Support data entry, file uploads, and quality checks for billing records maintained in OneDrive.
• Assist with compiling billing documentation in response to client requests, audits, or management reporting needs.

General Administrative & Finance Support

• Provide general administrative support to the Finance & Compliance team, including scheduling, correspondence, and document preparation.
• Assist with completing New Vendor Forms and Credit Applications, and with collecting and organizing W-9s.
• Support tracking of Certificate of Insurance (COI) requests and renewal deadlines to help ensure compliance with state and local regulations.
• Prepare purchase orders for equipment rentals and subcontracted work as needed.
• Assist with special projects, ad hoc reporting, and process improvement initiatives as assigned.
• Take on additional administrative and accounting support tasks delegated by the SVP of Finance & Compliance to support department efficiency.

EDUCATION AND EXPERIENCE

• High school diploma required; Associate's or Bachelor's degree in Accounting, Business, or a related field preferred.
• 1-3 years of experience in an administrative, accounting, or bookkeeping support role preferred.
• Strong organizational skills with high attention to detail and accuracy.
• Proficiency in Microsoft Office, particularly Excel, and experience organizing files in OneDrive or SharePoint.
• Experience with accounting software (e.g., QuickBooks, Intacct, Coupa) is a plus.
• Excellent written and verbal communication skills, with the ability to interact professionally with subcontractors, vendors, and internal teams.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Self-starter who can work independently while following established processes and procedures.

All MFS employees are expected to:

• Comply with all MFS safety requirements.
• Adhere to all MFS policies and procedures.

Company Information

Website: https://mfs.team

LinkedIn: https://www.linkedin.com/company/team-mfs/

About Us:

Managed Facility Solutions (MFS) is your one stop shop for facility management support. We have over 5,000 satisfied customers across the nation, ranging from growing start-ups to Fortune 100 companies. MFS provides all services under one umbrella, including: commercial moving, project management, storage and warehousing, daily MAC onsite teams, data center services, office and campus moves, furniture installation, IT desktop relocations, shipping and receiving, decommission of old space, and other facility services. Our team of professionals are extremely experienced in providing the highest level of service on any project, no matter the size or complexity. With great attention to detail, we monitor each project from start to finish, allowing you the time and peace of mind to seamlessly manage your day-to-day business responsibilities.

Position Requirements

Full-Time/Part-Time Full-Time

Shift -not applicable-

Exempt/Non-Exempt Exempt

This position is currently accepting applications.