Accounting Administrator

Now CFO; San Jose (CA); On-site; USD 60,000 - 75,000; Full time

Benefits offered by this job

Medical, dental, and vision insurance

401(k) plan

Paid time off and sick time

Onsite in San Jose, CA

Job summary

Now CFO is seeking an Accounting Administrator to join its Finance & Compliance team in San Jose, CA. This direct hire role supports subcontractor compliance, invoice reconciliation, and billing documentation management, enabling senior staff to focus on higher-priority financial tasks.

You will collaborate with internal teams, subcontractors, and vendors to keep documentation audit-ready and well-organized, including COIs, W-9s, and insurance certificates.

Qualifications

• High school diploma required.
• 1-3 years of experience in an administrative, accounting, or bookkeeping support role.
• Proficiency in Microsoft Office, particularly Excel, and experience organizing files in OneDrive or SharePoint.
• Experience with accounting software and/or ERP systems, including QuickBooks Online.
• Strong organizational skills with high attention to detail and accuracy.
• 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.

Responsibilities

• Support subcontractor compliance audits by collecting, verifying, and organizing required documentation, including COIs, W-9s, licensing, and subcontractor agreements.
• Track subcontractor compliance and renewal deadlines, following up with subcontractors and internal teams to resolve missing 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.
• Maintain and organize the company's OneDrive billing folders, ensuring invoices and supporting documentation are accurately filed.
• Establish naming conventions and folder structures for billing documentation for easy retrieval.
• Monitor billing folders for completeness and archive completed files per retention guidelines.
• Support data entry, file uploads, and quality checks for billing records in OneDrive.
• Assist with compiling billing documentation in response to client requests, audits, or management reporting needs.

Skills

Attention to detail

Organizational skills

Communication skills

Self-starter

Multi-tasking

Time management

Education

High school diploma

Associate's or Bachelor's degree in Accounting

Tools

Microsoft Excel

OneDrive/SharePoint

QuickBooks Online

ERP systems

Microsoft Office

Job description

Current job opportunities are posted here as they become available.

Subscribe to our RSS feeds to receive instant updates as new positions become available.

Onsite Monday-Friday in San Jose, CA not hybrid or remote

Our client, a growing facilities and logistics services company in San Jose, CA, is looking for an Accounting Administrator to join their Finance & Compliance team. This is a direct hire opportunity with a company that values a friendly, collaborative, team-first culture.

As 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.

What You'll Do

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.
• 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 as needed to support department efficiency.

Requirements

• High school diploma required.
• 1-3 years of experience in an administrative, accounting, or bookkeeping support role.
• Proficiency in Microsoft Office, particularly Excel, and experience organizing files in OneDrive or SharePoint.
• Experience with accounting software and/or ERP systems, including QuickBooks Online.
• Strong organizational skills with high attention to detail and accuracy.
• 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.

Nice to Have

• Associate's or Bachelor's degree in Accounting, Business, or related field.
• Experience with invoice review processes and labor hour tracking.
• Background in moving/storage, logistics, supply chain, or facilities/workplace services industries.
• Pay: $60,000 - $75,000/year, depending on experience
• Medical, dental, and vision insurance
• 401(k) plan
• Paid time off and sick time

Candidates who move forward will be invited to complete a technical evaluation as part of the interview process and specific company details will be shared with individuals who align and proceed in the process at that time.