ADMINISTRATIVE COORDINATOR - SR. ADMINISTRATIVE COORDINATOR - Subcontract Invoice Processing

Southwest Research Institute; San Antonio (TX); On-site; USD 48,000 - 62,000; Full time

Benefits offered by this job

Sign-on bonus $500

Job summary

Southwest Research Institute's Purchasing Department's Subcontracts Group is seeking an experienced Subcontracts Accountant to review invoices, document cost analyses, and ensure compliance with subcontract terms, policies, and Federal regulations. An additional $500 in your first paycheck is provided, minus taxes.

You will resolve questioned costs, monitor billing histories, respond to payment status inquiries, maintain auditable records, and support audits and general administrative duties as

Qualifications

• Requires a high school diploma or equivalent.
• Associates degree related to in Accounts Payable, Accounting, Government Contracting, Subcontract Costs/Invoice processing preferred.
• 6 years: Must have experience reviewing and analyzing billed costs, processing invoices for payment, tracking task status, and maintaining auditable verifiable records.
• 6 years: Demonstrated experience with personal computers, including proficient typing, 10-key operation, and, proficiency in Microsoft Office to include Word, Excel, and Outlook, with demonstrated advanced skills in Microsoft Excel.
• Must be able to exercise discretion and independent judgment, diligence, and attention to detail in the completion of assigned tasks.

Responsibilities

• Review and document subcontractor invoices timely in accordance with policies and procedures, standard business practices, subcontract terms, and Federal regulations with a high level of accuracy, ensuring auditable, verifiable records (physical and electronic).
• Verify invoice elements and requirements, calculate various billing rates, log costs, reconcile payment history, invoiced costs, and internal invoice history and resolve questioned costs and invoice matters to ensure invoices are processed within payment terms.
• Respond to internal and external requests for payment status and inquiries, researching and resolving requests promptly and independently.
• Ensure records are maintained adequately in both physical and electronic files, ensuring retention of auditable and verifiable records.
• Perform general administrative duties, assist with special projects, and support audit requests as requested.

Skills

Invoice analysis

Accounts payable

Microsoft Excel

Attention to detail

Time management

Communication skills

Education

High school diploma

Associates degree related to Accounts Payable/Accounting

Tools

Microsoft Word

Microsoft Excel

10-key operation

Typing

Outlook

Job description

Who We Are

The Purchasing Department's Subcontracts Group is responsible for soliciting, negotiating, awarding, documenting, administering, and closing out subcontracts. The team supports Project Managers in all subcontract phases and reviews and monitors subcontractor project costs. By joining our team, you will receive an additional $500 in your first paycheck, minus taxes.

Objectives of this Role

• Review subcontractor invoices and document the detailed review and analysis of costs according to subcontract terms, policy and procedures, standard business practices, and Federal regulations.
• Resolve questioned costs prior to approving for payment within the payment terms.
• Monitor subcontract invoices and payment history to ensure subcontractor invoicing is current, payments are up to date, credits are received and applied, and accurate, auditable, and verifiable records.
• Research and resolve invoice discrepancies timely to include communication with internal and external customers and take ownership of invoice issues and following problems through to resolution.
• Independently manage and progress workload, maintaining workload status in real time. Prioritize tasks to ensure deadlines are met.
• Function as a contributing member of the team and provide excellent customer service, communicating professionally and effectively while maintaining a strong sense of urgency.

Daily and Monthly Responsibilities

• Review and document subcontractor invoices timely in accordance with policies and procedures, standard business practices, subcontract terms, and Federal regulations with a high level of accuracy, ensuring auditable, verifiable records (physical and electronic).
• Verify invoice elements and requirements, calculate various billing rates, log costs, reconcile payment history, invoiced costs, and internal invoice history and resolve questioned costs and invoice matters to ensure invoices are processed within payment terms.
• Respond to internal and external requests for payment status and inquiries, researching and resolving requests promptly and independently.
• Ensure records are maintained adequately in both physical and electronic files, ensuring retention of auditable and verifiable records.
• Perform general administrative duties, assist with special projects, and support audit requests as requested.

Requirements

• Requires a high school diploma or equivalent.
• Associates degree related to in Accounts Payable, Accounting, Government Contracting, Subcontract Costs/Invoice processing preferred.
• 6 years: Must have experience reviewing and analyzing billed costs, processing invoices for payment, tracking task status, and maintaining auditable verifiable records. Incumbent must have demonstrated attention to detail, time management, and professional communication skills.
• 6 years: Demonstrated experience with personal computers, including proficient typing, 10-key operation, and, proficiency in Microsoft Office to include Word, Excel, and Outlook, with demonstrated advanced skills in Microsoft Excel.
• Must be able to exercise discretion and independent judgment, diligence, and attention to detail in the completion of assigned tasks.
• General understanding and knowledge of business and accounting practices and policies and procedures with an ability to prioritize and organize tasks and other assignments ensuring deadlines are met.
• A valid/clear driver's license is required.

Special Requirements

Must be a U.S. person (i.e., U.S. citizen, non-U.S. citizen national, lawful permanent resident, asylee, or refugee) due to ITAR work in section.

Job Locations

San Antonio, Texas

For benefits information at our San Antonio location, click here .

For benefits information at all other locations, click here .