Administrative Accountant

SCHEDULE: 8 AM – 5 PM Mountain Standard Time, follows Philippine Holidays

POSITION TYPE: Full Time

WORK ARRANGEMENT: Remote

ESSENTIAL FUNCTIONS

·       Perform the following administrative finance data entry and responsibilities:

o   Accounts Payable

§  Interact with suppliers for accounts payable

§  Enter bills received using WFM

§  Enter other job costs/expenses

§  Verify all bills are assigned a PO / Job#

§  Match all bills to appropriate estimated job costs

§  Verifying accuracy and additional costs on missed on job estimates

§  Provide the executive team with a weekly financial report on AP aging

§  Verify with CFO which bills are cleared to issue payment on

§  Issue payment on cleared bills

o   Accounts Receivable

§  Interact with clients for accounts receivables

§  Working with Project Manager / Operations Manager on project invoicing

§  Issuing client invoices (progress, final, and past due invoices)

§  Provide Executive Team a weekly financial report on AR aging

·       Handle the following payroll responsibilities:

o   Capture total time based on CA and TX laws

o   Process payroll in Paylocity

o   Enter reports into Xero

·       Prepare expense reports and review, enter, and assign job costs using Abacus Software

·       Conduct account reconciliation on credit cards, checking, and savings

·       Assist in new employee paperwork

·       Monitor and balance the company per diem account

·       Issue per diem to field employees when instructed

·       Maintain record of any over or under payments

·       Maintain the company support spreadsheet

·       Notify the sales manager of any upcoming support renewals 30 days in advance

·       Generate job profit and any other reports in WFM for the executive team and project manager as requested

·       Gather documentation from client/vendors

·       Collect copies of signed quotes, contracts, POs, sub-agreements, and project forms, and save them to Workflow Max (WFM)

·       Request insurance requirements (COIs) from the broker, provide to the client, and save them in COI file

·       Generate and submit DIR and TIPS procurement contracts monthly submissions

·       Handle monthly sales tax reporting

·       Maintain and enter data in the WFM cost database

·       Review and ensure WFM costs are up to date and properly entered

·       Perform data entry with vendor quotes and new supplier accounts

·       Work with the project manager to ensure project documents are uploaded

·       Manage company’s 800# Ring Central Account

·       Field incoming calls to general extension and Exec Team extensions

QUALIFICATIONS

·       A Bachelor’s degree in accounting is preferred

·       Experience in Xero, Paylocity, and Workflow Max preferred

·       Strong computer aptitude, which includes expertise with Microsoft 365 applications

·       Strong organization, oral and written communication skills

·       Analytical skills with particular attention to detail

·       Experience in a multi-client environment

·       Aptitude in data management, analytics, reporting preparation

·       Ability to function in an autonomous environment—independent worker, self-directed