Accounting Coordinator / Administrative Assistant

 

The Accounting Coordinator / Administrative Assistant is a highly dependable and organized team player who is essential to the smooth operation of AR Engineering.  This role provides crucial accounting, administrative, and communication support, serving as the first point of contact for clients, managing all financial transactions, and enhancing our online presence. The ideal candidate must be a good communicator, driven, flexible, understand the need for confidentiality in the handling of personal information related to payroll and employee records, and committed to working collaboratively to achieve our shared goals

Key Responsibilities:

  • General Accounting & Financial Support:

    1. Use QuickBooks (or accounting software) to manage accounts payable, accounts receivable, and payroll processing.

    2. Ensure strict confidentiality in handling payroll data and employee records.

    3. File monthly, quarterly and annual payroll tax payments and reports, including W2 and 1099s.

    4. Generate and send client invoices accurately and in a timely manner.

    5. Process and record incoming payments (checks, electronic transfers).

    6. Reconcile bank accounts monthly.

    7. Maintain organized financial records and documentation.

  • Front Office & Reception:

    1. Serve as the primary receptionist, greeting visitors, answering and directing phone calls, and managing general inquiries.

    2. Handle incoming and outgoing mail and deliveries.

    3. Maintain a professional and organized office environment.

  • Administrative & Clerical Support:

    1. Provide general administrative and clerical support, as needed.

    2. Order and manage office supplies, maintaining inventory.

    3. Maintain company calendar with PTO, appointments, etc.

    4. Support project managers with administrative tasks, as required.

    5. Arrange food and beverages for internal meetings and company gatherings. Assist with the organization of annual staff events, including the holiday party and summer outing. 

    6. Marketing support for networking events, career fairs, project solicitation, etc.

    7. Support HR functions, including on-boarding and coordinating employee training.

  • Website & Social Media Management:

    1. Maintain and update the company website content, ensuring accuracy and relevance.

    2. Manage and update company social media platforms (e.g., LinkedIn, Facebook) with relevant news, project updates, and industry content.

Qualifications & Requirements:

  • Proven experience in an administrative support role, preferably within a surveying, engineering, or similar professional services environment.

  • Demonstrable proficiency with accounting software (QuickBooks, Deltek, etc.), including experience with accounts receivable, accounts payable, and payroll functions.

  • Strong organizational skills and exceptional attention to detail.

  • Excellent verbal and written communication abilities.

  • Proficiency in Microsoft Office Suite (Word, Excel, Outlook).

  • Ability to multitask, prioritize work effectively, and manage time independently.

  • High degree of professionalism, reliability, and commitment to confidentiality.

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