Accounting Administrator

Job Description

Job Description

Position Overview

Direct Hire - Full Time Salary

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.

OneDrive Billing Folder & Data Management

• 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.

Compensation & Benefits

• 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.

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