Office & Accounting Coordinator

The Role

The Office & Accounting Coordinator keeps MobiCon’s daily administrative work organized, accurate, and moving. The role centers on accounts payable support in QuickBooks and also coordinates vendor records, receipts, office services, employee documentation, and fleet and equipment files.

This is a hands-on position for someone who notices missing information, follows work through to completion, and understands how accurate details support the field, vendors, employees, and leadership. Previous QuickBooks experience is required.

Primary ResponsibilitiesAccounts Payable & Documentation

• Receive, review, and enter vendor bills accurately and promptly in QuickBooks Online.
• Verify invoice details, supporting documents, and correct assignment to the appropriate job, equipment, account, cost category, class, location, or tracking field.
• Route bills for approval, monitor pending items, and prepare approved bills for the company’s payment process.
• Review vendor statements and help identify missing invoices, duplicate charges, credits, incorrect charges, and other discrepancies.
• Collect and match receipts and purchasing documentation; follow up with employees or vendors when information is missing.
• Maintain complete, organized digital records and escalate unusual transactions or accounting questions appropriately.

Office, Vendor & Operational Support

• Maintain an organized, professional, and well-supplied office; coordinate mail, deliveries, recurring services, meetings, and occasional local errands.
• Support vendor setup and maintain W-9s, insurance documents, contact information, payment details, orders, returns, and credits.
• Assist with onboarding records, employee files, licenses, acknowledgments, review or training reminders, and routine communications.
• Maintain administrative records for vehicles, trailers, and equipment, including registrations, insurance, purchase records, identifiers, renewals, and related deadlines.
• Prepare documents, forms, lists, and internal communications and support reasonable administrative needs across the company.

What Success Looks Like

• Bills, receipts, approvals, and records are accurate, current, and easy to locate.
• Problems such as duplicates, missing credits, incorrect coding, and incomplete documentation are identified early.
• Open questions are tracked through resolution instead of disappearing into the administrative wilderness.
• Employees, vendors, and leaders receive clear, professional, and timely communication.
• Confidential information is handled with good judgment and discretion.
• Recurring responsibilities stay on schedule, and practical improvements are suggested when useful.

Required Qualifications

• Previous QuickBooks experience, including familiarity with vendor bills and supporting documentation.
• Strong organization, accuracy, follow-through, and written and verbal communication skills.
• Comfort with email, spreadsheets, cloud-based systems, shared documents, and changing priorities.
• Ability to work independently, protect confidential information, and maintain dependable in-office attendance.
• Ability to communicate effectively in English with employees, vendors, customers, and company leadership.

Preferred Experience

• Two or more years in accounts payable, bookkeeping support, office administration, operations coordination, or a related role.
• QuickBooks Online bill entry, job costing, vendor-statement review, invoice discrepancy resolution, or credit-card documentation.
• Experience in construction, heavy equipment, aggregates, transportation, manufacturing, or another project-based business.
• Google Workspace, Microsoft Office, vendor records, employee files, or fleet and equipment administration.

Role Boundaries & Work Environment

This position supports accounting documentation and workflows but does not process payroll, independently complete account reconciliations, prepare financial statements, or make final accounting-level decisions. It is a full-time, in-office role with primarily computer-based work, occasional lifting or supply organization, and local errands.

Compensation & Benefits

$22–$27 per hour based on experience and qualifications. Benefits, paid time off, and company holidays are available to eligible employees in accordance with company plans and policies.

How to Apply

Apply directly through Indeed and complete all screening questions. Please include current resume with your Indeed application. Candidates selected to move forward will be contacted directly by MobiCon regarding the next step.

Pay: $22.00 - $27.00 per hour

Benefits:

• Dental insurance
• Flexible schedule
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Application Question(s):

• How many years of experience do you have working in construction, heavy equipment, aggregates, transportation, manufacturing, or another project-based business?

Experience:

• QuickBooks: 1 year (Required)
• Accounts payable: 2 years (Preferred)
• Bookkeeping: 2 years (Preferred)
• Office administrative: 2 years (Preferred)

Language:

• English (Required)

Work Location: In person

Salary : $22 - $27