Administrative & Accounts Coordinator

Administrative & Accounts Coordinator

We are seeking a detail-oriented and proactive Administrative & Accounts Coordinator to serve as the backbone of our daily operations. This role is a hybrid of focused financial managementhandling the "Three-Way Match" of procurementand high-energy office support. You will be the primary gatekeeper ensuring that every dollar spent is accounted for and that our team has the administrative runway to succeed.

Key Responsibilities

• Accounts Receivable (A/R): Proactively monitor aging reports and conduct outreach to clients to ensure timely collection of outstanding payments.
• Accounts Payable (A/P) & Procurement Audit: Collaborate with the Director of Operations to process payments. You are responsible for verifying the "Three-Way Match": ensuring every invoice has a corresponding packing slip and a confirmed receiving report. This also can include tickets, and maintaining Vehicle records like registrations inspections, and insurances.
• Inventory & Document Control: Actively collect and file documentation from all incoming shipments to confirm physical receipt of goods before authorizing payment.
• Coding & Data Entry: Maintain the integrity of financial records by accurately assigning Chart of Accounts (COA) codes to all validated invoices.
• Banking & Cash Management: Handle physical check deposits and maintain a daily log of cash positions to assist the Director of Operations with cash flow forecasting.
• Vendor Relations: Act as the primary point of contact for vendor billing discrepancies, missing paperwork, or credit requests.

• Director of First Impressions: Serve as the first point of contact for all incoming calls, providing professional routing and general information.
• Process Improvement: Identify bottlenecks in the receiving or billing process and propose digital or physical filing solutions to increase efficiency.
• Administrative Support: Assist the team with ad-hoc projects, including meeting preparation, basic report generation, and office supply management.

Qualifications

• Experience: 2+ years in an administrative, bookkeeping, or Purchasing/Inventory Coordinator role.
• Financial Literacy: Solid understanding of the Chart of Accounts and the lifecycle of a purchase order.
• Technical Skills: Proficiency in accounting software (e.g., QuickBooks, Xero) and advanced skills in Microsoft Excel (VLOOKUPs or Pivot Tables are a plus).
• Attention to Detail: A "perfectionist" mindset when it comes to matching invoices to physical inventory.
• Logistics: Must have a valid driver's license and reliable transportation for bank deposits.

Value-Add Competencies

Why It Matters

Discrepancy Resolution

Catching "short-ships" or overcharges before they hit the ledger saves the company real money.

Audit Readiness

Maintaining a digital "paper trail" of packing slips and invoices ensures year-end audits are painless.

Proactive Communication

Managing vendor expectations during the A/P process preserves the company's reputation and credit terms.

Operational Support

Freeing up the Director of Operations from manual data entry allows them to focus on high-level strategy.

Compensation: $20.00 - $25.00 per hour At Signarama, the world's leading sign and graphics franchise, we offer you an unparalleled opportunity to develop and enhance your career within the industry. Recognized globally, we have nearly 900 locations across over 60 countries, offering limitless opportunities for professional growth. Whether you're passionate about sales, have a flair for design, excel in production, or are skilled in installation or administration, Signarama has a place for you. Our expansive network provides an exceptional environment where your skills can flourish and where you can make a significant impact. Working at Signarama means joining a family of professionals who are dedicated to innovation and quality. We take pride in our collaborative culture where creativity and efficiency are rewarded. We are on the lookout for individuals who are eager to drive their careers forward and make their mark in the signage industry. Apply today and step into a career where your work will be seen and appreciated across cities and communities worldwide. Become a part of the Signarama familywhere your journey can take you anywhere!