Administrative Coordinator

SUMMARY OF POSITION:

Provides office management, operational and accounting support to contribute to the smooth and efficient operations of SCA Houston Branch. This is an in-office role, with up to 3 days of work-from-home a month.

ACCOUNTING AND FINANCE:

• Coordinate expense payments with NY Accounting department.
• Verify the accuracy of journal entries entered by trade assistants and post in SAP.
• Verify the appropriateness of inventory adjustment and sales cancellation requests and enter in SAP.
• Prepare expense allocation entries and enter in SAP.
• Issue invoices for service income and office sublease activities.
• Participate in month-closing process including checking the accuracy of inventory. reconciliations prepared by trade assistants, obtaining approval signatures on documents, and submitting to NY Accounting.
• Conduct sales, cost, and profit analysis and support monthly MDS review.
• Conduct periodic reviews of sales records to maintain compliance with retention and record‑keeping policies.
• Maintain accounting files in order.
• Assist with internal/external audits by providing documents upon request.
• Support headquarters with periodic reviews of affiliate companies’ internal controls, as requested.

OFFICE MANAGEMENT/GENERAL AFFAIRS:

• Provide receptionist duties.
• Coordinate office social events.
• Support Corporate Planning in hosting annual Advisory Board meetings in Houston including researching vendors, reviewing agreements, coordinating hotel and venue reservations, food and beverage, transportation, IT equipment, and on-site support to ensure successful meetings.
• Serve as the primary point of contact for building management and office service providers to maintain efficient office operations and resolve issues in a timely manner.
• Manage building access cards and controlled access system.
• Provide assistance to sublease tenants on office matters.
• Manage company mobile devices including coordinating plan enrollments, purchasing devices, activating, deactivating, and transferring phone lines upon approval.
• Support the process of onboarding and offboarding employees (NS/RS) including workstation setup, access card coordination, and relocation logistics.
• Trouble shoot basic IT related issues in coordination with NY IS Department.
• Maintain organized and accessible administrative and business records, including confidential contracts and other controlled documentation, in accordance with company procedures.
• Act as a coordinator for emergency preparedness and the implementation of business continuity management (BCM) plan for Houston branch.
• Support branch management in organizing and facilitating office meetings
• Support and train junior administrative staff.
• Participate in cross functional initiatives and contribute to process improvements that strengthen Houston branch operations.

ADDITIONAL INFORMATION:

• This position requires a highly organized, dependable, and resourceful professional who can manage a broad range of responsibilities.
• The employee must work within established accounting guidelines yet must demonstrate strong mathematical, analytical and problem-solving skills.
• The employee acts independently on areas within the parameters of his/her routine duties but consults with his/her manager on anything outside the scope of his/her responsibilities.
• The position is responsible for the routine entries and reconciliations and the manager approves the final product. This position is required to handle many administrative and office support responsibilities.

EDUCATION, EXPERIENCE AND SKILLS REQUIRED:

• Knowledge of general accounting/bookkeeping principles, SAP experience is a plus
• Ability to work under minimal supervision within established procedures and practices; ability to prioritize works to meet deadlines
• Must possess analytical skills and problem-solving skills
• Organizational and time management skills
• High degree of attention to details and discretion with confidential information.
• Ability to communicate effectively and professionally with internal/external parties
• Proficiency with Microsoft Office and other technology tools required to perform well in hybrid/remote work environment.
• Knowledge of the entire trade process and draws on existing procedure to solve some unusual problems.