Administrative Specialist

We are seeking a detail-oriented and experienced Administrative Specialist to manage financial transactions, support project execution, and handle critical administrative tasks. This role is essential to our financial operations, with a focus on reconciling accounts, processing transactions, and ensuring compliance. The ideal candidate will have strong bookkeeping skills, a solid understanding of project accounting, and experience with a variety of financial software.

Key Responsibilities

Financial & Accounting Management

• Process and post financial transactions, including invoices, cash receipts, and supplier bills, in our accounting software (QuickBooks Online).
• Maintain and reconcile General Ledger balances and accounts using GAAP accounting principles.
• Prepare and issue purchase orders and verify supplier bills against POs and project budgets.
• Manage the accounts payable and accounts receivable processes, ensuring timely collections and payments.
• Update weekly Open Order Reports for high-value customers.
• Tie out Smartsheet with QuickBooks Online and the Portal for purchase orders and invoices.
• Assist with project budgets, tracking expenses, and preparing monthly forecasts of costs and billing for customers and project managers.
• Ensure each Project Manager follows the projected expenses and billing or project budget for each month.
• Tie out the Open PO Report from QuickBooks Online monthly, closing completed purchase orders and updating lead times.
• Perform sales tax maintenance and prepare monthly worksheets.
• Calculate and report budget variances to management.

Administrative & Operational Support

• Assist with processing employee payroll, ensuring compliance with company policies, tax regulations, and labor laws.
• Perform general administrative tasks, including managing incoming calls and maintaining the electronic filing system (SharePoint).
• Assist with new employee onboarding and help update the employee handbook.
• Oversee vendor purchase orders and contracts, ensuring vendors are paid and relationships are maintained.

·Sales & Customer Support

•  Act as a liaison between the sales team, finance, operations, and external vendors/partners.
• Enter and maintain client and project data in HubSpot.
• Review proposal budgets and create formal sales quotes for customers.
• Assist with incoming customer calls and sales representative emails.
• Communicate with customers to gather necessary information.
• Handle equipment-only accounts and provide quotes to customers independently.
• Participate in sales meetings and assist with Requests for Proposal (RFPs).

Qualifications & Skills

Required Skills & Experience

• Advanced knowledge of bookkeeping and Generally Accepted Accounting Principles (GAAP).
• Strong data management, organizational, and computing skills.
• Ability to work independently and manage multiple tasks effectively.
• Experience with QuickBooks Online, Smartsheet, and Microsoft Office.
• Excellent communication and interpersonal skills.

Preferred Skills

• Experience in project accounting, particularly within the construction or logistics industries.
• Familiarity with local, state, and federal financial reporting requirements.
• A proactive and problem-solving mindset with the ability to manage multiple priorities.

o

Equal Opportunity Employer

The company is an equal opportunity employer and values diversity. All employment decisions are based on qualifications, merit, and business needs.