Accounting Administrator

Onsite Monday-Friday in San Jose, CA not hybrid or remote Our client, a growing facilities and logistics services company in San Jose, CA, is looking for an Accounting Administrator to join their Finance & Compliance team. This is a direct hire opportunity with a company that values a friendly, collaborative, team-first culture. As Accounting Administrator, you will provide critical administrative and compliance support to the Finance & Compliance team, allowing senior team members to focus on higher-level financial priorities. Your primary responsibilities will center on supporting subcontractor compliance audits, maintaining and organizing the company's OneDrive billing documentation, and handling a variety of day-to-day administrative tasks for the department. You will work closely with internal teams, subcontractors, and vendors to ensure documentation is accurate, complete, and readily available, and you will play a key role in keeping the department organized and audit-ready. What You'll Do Subcontractor Compliance & Audit Support Support subcontractor compliance audits by collecting, verifying, and organizing required documentation, including Certificates of Insurance (COIs), W-9s, licensing, and executed subcontractor agreements. Track subcontractor compliance and renewal deadlines, following up with subcontractors and internal teams to resolve missing, expired, or incomplete documentation. Reconcile subcontractor invoices and billing against contract terms and purchase orders, flagging discrepancies for review by the Finance team. Maintain an organized subcontractor compliance tracker and provide status updates to the Finance team in advance of scheduled audits. Assist in assembling documentation packages for internal and external subcontractor audits. Maintain and organize the company's OneDrive billing folders, ensuring invoices, supporting documentation, and client billing files are accurately filed, labeled, and kept current. Establish and maintain consistent naming conventions and folder structures for billing documentation to support easy retrieval by the Finance team. Monitor billing folders for completeness, follow up with internal teams to obtain missing documentation, and archive completed files in accordance with company retention guidelines. Support data entry, file uploads, and quality checks for billing records maintained in OneDrive. Assist with compiling billing documentation in response to client requests, audits, or management reporting needs. General Administrative & Finance Support Provide general administrative support to the Finance & Compliance team, including scheduling, correspondence, and document preparation. Assist with completing New Vendor Forms and Credit Applications, and with collecting and organizing W-9s. Support tracking of Certificate of Insurance (COI) requests and renewal deadlines to help ensure compliance with state and local regulations. Prepare purchase orders for equipment rentals and subcontracted work as needed. Assist with special projects, ad hoc reporting, and process improvement initiatives as assigned. Take on additional administrative and accounting support tasks as needed to support department efficiency. Requirements High school diploma required. 1-3 years of experience in an administrative, accounting, or bookkeeping support role. Proficiency in Microsoft Office, particularly Excel, and experience organizing files in OneDrive or SharePoint. Experience with accounting software and/or ERP systems, including QuickBooks Online. Strong organizational skills with high attention to detail and accuracy. Excellent written and verbal communication skills, with the ability to interact professionally with subcontractors, vendors, and internal teams. Ability to manage multiple priorities and meet deadlines in a fast-paced environment. Self-starter who can work independently while following established processes and procedures. Nice to Have Associate's or Bachelor's degree in Accounting, Business, or related field. Experience with invoice review processes and labor hour tracking. Background in moving/storage, logistics, supply chain, or facilities/workplace services industries. Pay: $60,000 - $75,000/year, depending on experience Medical, dental, and vision insurance 401(k) plan Paid time off and sick time Candidates who move forward will be invited to complete a technical evaluation as part of the interview process and specific company details will be shared with individuals who align and proceed in the process at that time. #J-18808-Ljbffr