Office Administrator/Coder Router

Coder Router is responsible for effective and efficient completion of departmental tasks and ensuring those tasks are
performed on time with high quality and attention to detail.
Role may be updated in the future; task items may be removed or added verbally or in writing as the needs of the
company evolve.
 

CODER/ROUTER:
• Direct Costs: Receive invoices from Stampli and code to correct project and activity code in NetSuite. Research the
PO number in ComputerEase and add the corresponding PO number, job, phase, and category into Stampli.
• Indirect & SG&A Costs: Receive invoices from Stampli and code to correct general ledger accounts in NetSuite.
• Route Invoices: Route invoices for approval to appropriate parties.
ACCOUNTS PAYABLE (BACKUP):
• AP Import: Import accounts payable invoices and Ramp reimbursements from NetSuite into ComputerEase.
• Vendor Account Reconciliations: Reconcile vendor statements against accounts.
• Mailed Invoices: Scan and email mailed vendor invoices to Stampli email for processing.
• Lien Waivers: Process incoming and outgoing mechanics lien waivers.
• Vendor Payments: Valcourt Shared Services issues vendor payments. Provide support to Valcourt as requested.
• Operations Communication: Collaborate with production teams to research and resolve invoice issues.
• Purchase Orders: Issue POs to production staff and update POs with receipts and dollar values.
• Credit Accounts: Open new vendor credit accounts in conjunction with Valcourt Shared Services.
• Business Licenses: Work with municipalities and Valcourt Shared Services to maintain City business licenses.
• Month End Journal Entries: Accrue for vendor invoices not received, Stampli invoices not approved, and import
Ramp credit card expenses into ComputerEase. Transfer costs between jobs/accounts as requested.

PAYROLL (BACKUP):
• Payroll Accruals: Enter month end payroll accruals.
• Timekeeping: Review and correct time records of 350 employees within WorkMax timekeeping system.
• Payroll Issue Resolution: Work with employees to resolve payroll issues.
• MLHR: Process missing labor hours reports from employees.
• Employee Support: Work with staff to facilitate reimbursements, answer WorkMax questions, etc.
• Payroll Report: Provide Valcourt Shared Services weekly Data Set of payroll adjustments.
• Process Payroll: Provide Valcourt Shared Services payroll reports for processing in Paycom.
• Payroll CE Duplicate: Maintain accuracy of duplicate payroll record in Computer Ease accounting system.
• Live Check Distribution: Distribute printed payroll checks and paycheck stubs to employees by mail.
• Workers Comp: Upload payroll totals by code into workers comp carrier’s website for payment processing.
• PAFs: Enter Personnel Action Forms in Paycom for personnel changes.
ACCOUNTS RECEIVABLE (BACKUP):
• Payment Application: Deposit payments into bank account.
• Issue Resolution: Work with clientele to resolve AR payment issues.
• Collections Report: Report client payments received to executive team.
• Check Copies: Distribute check copies to collections department and Valcourt Shared Services.
• Communication: Collaborate with the collections department and Valcourt Shared Services as needed.
NETSUITE/CE DATA VALIDATION (BACKUP):
• WBS Updates: Enter budget changes from CE into NetSuite Work Breakdown Structure.
• Change Order Updates: Enter change order totals per job per month from CE into NetSuite.
• Data Validation: Ensure data between NetSuite and CE is substantially similar.
At the time of the drafting of this job description, there is a two-person team with this position being the primary Coder
Router and the backup to the Office Coordinator position. Since both roles are new, responsibilities may shift in time to
keep the workload balanced between the positions. This job description is subject to change.

• Minimum of 4 years accounting experience.
• Must be bilingual in English and Spanish.
• Ability to manage an efficient workflow and provide accurate results without oversight.
• Proficiency in MS Office and Teams, and ability to learn new software quickly.
• Proficiency in Paycom and NetSuite a plus.
• Excellent verbal and written communication skills.
• Excellent interpersonal skills.
• Strong organizational skills and highly developed attention to detail.
• Excellent problem-solving skills.
• Ability to work independently and as part of a team.
• Strong analytical skills.