What are the responsibilities and job description for the Operations & Accounting Administrator position at Core Group Resources?
Operations & Accounting Administrator
Position Summary
The Operations & Accounting Administrator is a key support role responsible for accounting administration, executive support, operations documentation, and general office administration. This position ensures that accounting and operational processes run accurately, efficiently, and on time. The ideal candidate is highly organized, detail-oriented, and able to thrive in a fast-paced office environment.
Responsibilities
Accounting Administration (Primary Function) Additional Responsibilities (After 3-Month Probation Period) Qualifications Compensation & Benefits
Position Summary
The Operations & Accounting Administrator is a key support role responsible for accounting administration, executive support, operations documentation, and general office administration. This position ensures that accounting and operational processes run accurately, efficiently, and on time. The ideal candidate is highly organized, detail-oriented, and able to thrive in a fast-paced office environment.
Responsibilities
Accounting Administration (Primary Function)
- Enter and match GRV (Goods Receipt Voucher) invoices to purchase orders in ERP system (daily function, approx. 10 hours/week).
- Manage accounting inbox.
- Process vendor invoices, bills, and accounts payable entries.
- Submit accounts payable reports for approval.
- Send past-due receivables notices and account statements to customers.
- Apply ACH and check payments to customer AR balances in ERP system.
- Save, scan, sort, and file proof-of-delivery (POD), shipping, and receiving documents in ERP and shared folders.
- Organize and maintain Material Test Reports (MTRs) in ERP and document storage systems.
- Maintain ISO documentation, including updating forms, supplier evaluations, and work instructions; serve as backup document control support.
- Process RMAs (Return Material Authorizations), vendor returns, and customer return documentation.
- Maintain office supplies and anticipate ordering needs.
- Submit IT tickets and coordinate with external IT/ERP support vendors.
- Manage building access items such as keys, permits, and coordinate vehicle registrations/inspections.
- Support company meetings, events, and administrative projects.
- Sort and distribute incoming mail.
- Support executive calendar management, meeting coordination, inbox monitoring, and travel scheduling.
- Assist with broader office operations including supplies, vendor coordination, facility compliance, reporting support, and general administrative tasks as needed.
- Associate’s or Bachelor’s degree preferred; equivalent experience considered.
- 2 years of accounting or bookkeeping experience (AP/AR and ERP data entry required).
- ERP system experience strongly preferred.
- Experience in industrial distribution, manufacturing, or B2B operations preferred.
- Understanding of basic accounting principles (AP, AR, journal entries, reconciliations).
- Proficiency in Microsoft Office (Outlook, Excel, Word, Teams).
- Strong attention to detail and accuracy in data entry and documentation.
- Strong written and verbal communication skills.
- Ability to manage multiple priorities in a fast-paced environment.
- Must be authorized to work in the U.S. and able to pass a background check.
- Competitive base salary
- Performance-based bonus eligibility.
- Medical, Dental, Vision insurance.
- 401(k) with employer match.
- Paid vacation and holidays.
- Professional development and growth opportunities.
Location/Region: Houston, TX