Accounts Payable Administrator

American Overhead Door and Dock, Inc. is growing and seeks a capable Business Administrator to support our Accounting functions.

Business Administrator – Job Requirements

• Accounts Payable – maintain vendor lists and compliance, process vendor invoices for pmt.
• Purchase Orders - communicate with staff and vendors to resolve issues and manage open PO’s, contracts, quotes, as necessary.
• Credit Card Management – manage open balances with card issuers, user access, receipt reporting, correctly post costs to jobs and operating expense accounts to support accurate financial statements.
• Communicate with employee to verify worked hours for weekly payroll processing and job costing.
• Monitor all fleet vehicle expenses: fuel, tolls, repairs, registrations, and support compliance with company policies.
• Assist with tax compliance and enforce policies [ W9’s, 1099 compliance, etc. ].
• Prepares schedules and reports as requested.
• Maintain confidentiality.
• Capable of reading and responding to a high volume of emails
• Organized and able to multitask.
• Proficient with Microsoft Office tools (Word, Excel, and Outlook specifically)
• Excellent communication skills are required – this role will coordinate activities between departments and outside parties.
• Previous experience working within an ERP system such as QuickBooks.

1. General Office Duties:

• Answer ALL incoming calls and disburse accordingly.
• Coordinate with Field Service Employees via phone calls and emails.
• Process transactions in QuickBooks
• Make weekly Post Office runs.
• Open and sort ALL incoming mail.
• Assist Managers and other Departments to deliver superior customer service.

2. Accounts Payable:

• Receive and enter vendor invoices - match to open PO and/or job accordingly.
• Receive and enter all administrative bills, route for approval as necessary.
• Download AMEX statements and accurately post transactions to correct accounts
• Organize and file payment voucher packets weekly.
• Review vendor statements to reconcile activity and prevent service interruptions
• Complete new vendor set ups, deactivate discontinued vendors.

3. Field Service Hours:

• Verify worked hours with Field Service Technicians for weekly payroll
• Verify worked hours with Field Service Technicians for customer invoicing
• Communicate with Field Service Technicians to obtain missing documentation and/or specific job instructions.

4. Vehicle Updates:

• Maintain Active Vehicle lists and assignments
• Process Vehicle Registrations and distribute to correct employee
• Process EZ Pass transactions
• Maintain records: Service costs, milage, personal usage milage, etc.
• Resolve vehicle violations with agencies
• Utilize GPS Vehicle tracking software as necessary
• Email techs monthly reminders regarding missing oil changes

*Duties to expand as employment grows*

Knowledge, Skills and Abilities:

• Undergraduate level coursework / bachelor’s degree
• 2-4 years relevant business / accounting experience.
• Accounting software system experience – QuickBooks / Oracle's NetSuite ERP.
• Existing knowledge (or ability to quickly learn) of general ledger functions and the month-end/year end close process.

Proficiency with Microsoft Office Suite skills, Excel, Word, Teams, etc.

• Excellent analytical and organizational skills, with a strong attention to detail.
• Strong interpersonal and communication skills.
• Ability to act with integrity, professionalism, and confidentiality.

Behavioral Expectations:

• Ability to adapt and grow professionally in the role
• Ability to adapt and grow professionally in the role
• Ability to work closely with senior management team.
• Ability to work independently with minimal supervision. Ability to adapt to change within a growing company.
• Ability to adapt to changing technology.
• Ability to multi-task, meet deadlines, and take on special projects.

Physical Requirements:
The employee must be able to lift up to 15 pounds at times.

• ·The employee must be able to lift up to 15 pounds at times.
• While performing the duties of this job, the employee is regularly required to stand; walk; use hands and reach with hands and arms. Prolonged periods of sitting at a desk and working on a computer.

Work Environment:

This position is in an office environment. The noise level in the work environment is usually quiet. May be exposed to dust, and fluctuation in inside temperatures.

Job Type: Full-time

Pay: $19.50 - $28.00 per hour

Expected hours: 40 – 50 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Experience level:

• 5 years

Schedule:

• 10 hour shift
• 8 hour shift

Supplemental pay types:

• Bonus opportunities
• Performance bonus

Ability to Relocate:

• Levittown, PA 19057: Relocate before starting work (Required)

Work Location: In person