Accounting Administrator

Now CFO; United States; On-site; USD 60,000 - 75,000; Full time

Benefits offered by this job

Medical, dental and vision insurance

401k plan

Paid time off and sick time

Job summary

Now CFO in San Jose, CA is seeking an Accounting Administrator for a direct hire, onsite role. You will support the Finance & Compliance team with subcontractor documentation, billing in OneDrive, and general administrative tasks to keep audits ready and processes efficient.

You will coordinate with internal teams, subcontractors, and vendors, maintain file organization, assist with COIs, W-9s, and vendor forms, and help ensure compliance with state and local regulations while contributing to

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

• Subcontractor Compliance & Audit Support: collect, verify, and organize COIs, W-9s, licensing and subcontractor agreements; track renewal deadlines; reconcile invoices and purchasing terms; maintain compliance tracker and assist with audit documentation.
• OneDrive Billing Folder & Data Management: organize invoicing folders, maintain naming conventions, monitor for completeness, support data entry and quality checks, assist with billing documents for client requests or audits.
• General Administrative & Finance Support: provide scheduling and document prep; assist with New Vendor Forms and Credit Applications; track COI requests and renewal deadlines; prepare purchase orders; participate in special projects and process improvements.

Skills

Excellent communication

Strong organizational skills

Attention to detail

Multitasking

Education

Associates or Bachelors degree in Accounting/Business

Tools

Excel

OneDrive/SharePoint

QuickBooks Online

Job description

Position Overview

Direct Hire Full Time Salary 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 companys 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 Youll 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
• OneDrive Billing Folder & Data Management
  • Maintain and organize the companys 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 andor 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
  • Associates or Bachelors degree in Accounting Business or related field
  • Experience with invoice review processes and labor hour tracking
  • Background in movingstorage logistics supply chain or facilitiesworkplace services industries

Compensation & Benefits

Pay 60000 75000year depending on experience

• Medical dental and vision insurance
• 401k plan
• Paid time off and sick time