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Accounts Payable Clerk and Office Administrator

Company: i.e. Smart Systems
Location: Houston
Posted on: July 13, 2018

Job Description:

Job DescriptionPrimary Function: Responsible for Accounts Payable and overall office support, activities, services and administration, with support duties for Purchasing and CEO. Typical Duties and Responsibilities:Accounts Payable1. Process vendor/subcontractor invoices for payment by making comparisons to purchase order or contract, material receiving report, and other data required for placing invoices in line for payment.2. Prepare and document for use in reconciling one or more of the following: payables, receivables, and payroll transactions.3. Receive and verify invoices and requisitions for goods and services.4. Verify that transactions comply with financial policies and procedures.5. Prepare batches of invoices for input.6. Enter invoices for payment.7. Manage all weekly AP check runs.8. Record all checks.9. Prepare vendor checks for mailing.10. Maintain updated vendor files and files notations.11. Prepare daily, weekly, monthly, quarterly, and annual closing statements.12. Follow-up with customer inquiries not immediately resolved and research billing and/or misapplied payments.13. Perform additional assignments per Manager direction. Office Administration 1. Manages the reception area to ensure effective telephone and mail communications both internally and externally to maintain professional image. Keeps office reception area clean and orderly, including clean up from occasional office events, maintain supplies and cleanliness of office coffee bars and appliances.2. Administers and coordinates overall administrative activities for the Corporate office.3. Maintenance and purchase of office supplies, cell phones, laptops, etc. for entire staff in accordance with Company purchasing policies. Maintain order4. Responsible for the maintenance of office equipment such as copier to ensure that equipment is available and in good working order.5. Responsible for all Company travel arrangements and billing of costs.6. Organize and schedule reservations for the Corporate conference room.8. Acts as Company liaison with outsourced IT to ensure that support issues are handled in a timely manner.9. Coordinates office service needs via Porter or outside service provider.10. Support of Executive Officers on an as required basis.Purchasing1. Responsible for the Vendor Rebates program to insure timely, and financial benefits to the Company.Essential Knowledge, Skills and Experience:Educational and experience requirements include: 1-2 years business school, accounting training or equivalent combinations of experience and training and related experience of a minimum of 4 years’ experience in an administrative/accounting function. Proven office management, administrative and accounting experience. Excellent time management skills and ability to multi-task and prioritize work. Attention to detail and problem-solving skills. Excellent written and verbal communication skills. Strong organizational and planning skills. Proficient in all MS Office products including Word, Excel, Outlook. Prefer skills in Timberline/Sage 300 CRE. Exceptional interpersonal skills and the ability to build collaborative relations with both internal and external customers.Company DescriptionTexas’ Premier Partner for Design-BuildDESIGN. INSTALL. SERVICE TMi.e.Smart Systems is simplicity from start to finish. From design and installation to maintenance and operation of your technical systems, we make it easy for customers to partner with us and build systems that are easy to operate. Our operational savvy and advanced estimating software guide your project to stay on track—and within budget. For more than three decades, our team of in-house experts has partnered with business owners, architectural firms, general contractors, real estate developers–and even other designers–locally and globally to deliver reliable, scalable solutions that align with their goals.

Keywords: i.e. Smart Systems, Houston, Accounts Payable Clerk and Office Administrator, Administration, Clerical, Houston, Texas

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