Accounting & Office Coordinator

Position Summary

We are seeking a detail-oriented, full-time Accounting & Office Coordinator to own the day-to-day accounts receivable and invoicing cycle, along with most accounts payable functions, for our organization. This role is responsible for accurate and timely invoicing, collections support, vendor bill entry and coding, vendor and customer account setup, employee expense report processing, and credit card reconciliation, along with day-to-day office coordination. This person works closely with and provides ongoing support to the Director of Finance, helping ensure the company's financial records are accurate, current, and audit-ready.

Key Responsibilities

Invoicing & Accounts Receivable

•      Generate and issue accurate, timely customer invoices in accordance with contract or order terms.

•      Record and apply incoming customer payments to the appropriate invoices and accounts.

•      Monitor outstanding customer balances and maintain the AR aging report.

•      Follow up on past-due invoices and coordinate collections efforts with customers.

•      Issue credit memos, refunds, and billing adjustments as needed, with appropriate approval.

Accounts Payable

•      Receive, review, and verify vendor invoices for accuracy and appropriate approval.

•      Enter and code bills in the accounting system.

•      Track payment due dates and maintain the AP aging report to support the payment approval process.

•      Reconcile vendor statements against the AP ledger and resolve discrepancies.

•      Reconcile company credit card statements against receipts and coded transactions on a monthly basis, and resolve any discrepancies with cardholders.

Employee Expense Reports

•      Review employee expense reports for accuracy, policy compliance, and required documentation.

•      Code and enter approved expense reports for reimbursement processing.

•      Track outstanding and processed expense reimbursements.

Vendor & Customer Setup

•      Set up new vendor accounts, including collection of required tax and payment information.

•      Set up new customer accounts with accurate billing information and terms.

•      Maintain and update vendor and customer records as information changes.

Support to Director of Finance

•      Provide ad hoc reporting, data pulls, and account research as requested.

•      Assist with month-end and year-end close activities related to AR and AP.

•      Support audit preparation by organizing and providing requested documentation.

Office Coordination

•      Serve as the primary point of contact for day-to-day office operations, including supply and vendor coordination, and managing incoming calls and mail.

•      Greet and sign in visitors, and coordinate in-house meetings, including food and catering arrangements.

•      Provide general administrative support, including maintaining organized digital and physical filing systems.

Qualifications

•      Associate's or Bachelor's degree in Accounting, Finance, or a related field preferred; 2 years of bookkeeping or accounting experience may substitute for formal education.

•      Familiarity with accounting software preferred but not required.

•      Strong attention to detail and accuracy in data entry and reconciliation.

•      Solid working knowledge of Microsoft Excel.

•      Strong organizational and time-management skills, with the ability to manage multiple deadlines.

•      Clear written and verbal communication skills for interacting with vendors, customers, and internal staff.

SpaceFitters is a company with a rich history of providing exceptional services and solutions since 1988. We are a leading supplier of Technology, Transportation and Workplace Services, SpaceFitters is proud to offer a comprehensive all-in-one solution to meet our customers' corporate needs. Our comprehensive range of services includes Technology Life Cycle Services, Warehousing & Transportation and National Workplace Services all offered across the United States. Unlike larger companies we take pride in our flexibility and ability to adapt to the unique requirements of each client.