Administrative Assistant

Pacifica Services, Inc.; Pasadena (CA); On-site; USD 52,000 - 64,000; Full time

Job summary

Pacifica Services, Inc. seeks an Accounts Payable and Administrative Coordinator to join our finance and administration teams in Pasadena, CA. The role emphasizes invoice processing, vendor management, financial controls, and office coordination.

You will work with ERP software and MS Office to keep records accurate and timely, ensuring compliance and smooth day-to-day operations. The ideal candidate demonstrates strong organizational, communication, and multitasking abilities, with attention to

Qualifications

• Proven experience in accounts payable, invoicing, or related financial roles.
• Strong organizational and time management skills.
• Excellent communication and interpersonal abilities.
• Proficiency in MS Office Suite and familiarity with financial software or ERP systems.
• Ability to handle multiple tasks efficiently and maintain attention to detail.
• Knowledge of compliance standards related to financial reporting and tax regulations.
• Professional demeanor and ability to coordinate multiple administrative functions.

Responsibilities

• Process invoices by receiving, verifying, coding, and matching vendor invoices with approvals.
• Maintain and update vendor master files, handle vendor inquiries, and request updated W-9 forms as needed.
• Ensure compliance with internal financial controls, company policies, and tax regulations such as 1099 reporting.
• Assist with billing activities and support related financial tasks.
• Coordinate conference room schedules, appearance, and Zoom conference setups, including equipment arrangements.
• Manage reservations at restaurants for luncheons or dinner meetings.
• Arrange hotel accommodations and flights, and develop detailed itineraries for business trips.
• Order and distribute business cards and other office supplies.
• Distribute mail daily and maintain office organization and documentation.

Skills

Accounts payable

Invoicing

Organizational skills

Communication skills

Multitasking

Attention to detail

Compliance knowledge

Tools

MS Office

ERP software

Job description

Accounts Payable and Administrative Coordinator

Accounts Payable and Administrative Coordinator We are seeking a detail-oriented and organized Accounts Payable and Administrative Coordinator to join our finance and administrative teams. This role offers an excellent opportunity to contribute to the smooth operation of our financial processes and office management, supporting our company's growth and efficiency.

Key Responsibilities

• Process invoices by receiving, verifying, coding, and matching vendor invoices with approvals
• Maintain and update vendor master files, handle vendor inquiries, and request updated W-9 forms as needed
• Ensure compliance with internal financial controls, company policies, and tax regulations such as 1099 reporting
• Assist with billing activities and support related financial tasks
• Coordinate conference room schedules, appearance, and Zoom conference setups, including equipment arrangements
• Manage reservations at restaurants for luncheons or dinner meetings
• Arrange hotel accommodations and flights, and develop detailed itineraries for business trips
• Order and distribute business cards and other office supplies
• Distribute mail daily and maintain office organization and documentation

Skills And Qualifications

• Proven experience in accounts payable, invoicing, or related financial roles
• Strong organizational and time management skills
• Excellent communication and interpersonal abilities
• Proficiency in MS Office Suite and familiarity with financial software or ERP systems
• Ability to handle multiple tasks efficiently and maintain attention to detail
• Knowledge of compliance standards related to financial reporting and tax regulations
• Professional demeanor and ability to coordinate multiple administrative functions

Join our dynamic team and enjoy a collaborative work environment that values professionalism, growth, and innovation. We offer competitive benefits and opportunities for career development in a supportive setting.