Accounting Coordinator

About Zernco

At Zernco, employee and client satisfaction come before profit. We ensure the success of our employees, clients and subcontractors by building long-lasting relationships and remaining committed to strong moral and ethical principles, values and always doing the right thing. We are seeking a highly motivated and experienced Accounting Coordinator. This role is a true accounting role managing various AP and AR tasks making it an excellent opportunity to gain hands-on experience in various tasks while working with a dynamic team. The ideal candidate is a proactive problem solver with a passion for being highly detail oriented, and proactive. This is a full time in office position working Monday - Friday 8am - 5pm at our corporate office and is benefits eligible. If what you have read about our company interests you then I encourage you to apply and Let's talk Zernco!

Accounts Payable (AP) Management

• Monitor and manage AP email, addressing vendor inquiries and follow-up on communications.
• Process and code invoices and credit card receipts, ensuring accurate and timely entry, route for approval and post in the accounting system.
• Import Facilities AP transactions to post in the accounting system.
• Communicate special handling of entries to the appropriate parties for Z-Bucks, payroll deductions and reimbursements.
• Save electronic copies of asset related invoices/receipts to the designated asset management folder.
• Manage AP check run payment process, communicate with project managers for approvals, print checks and process electronic payment files for upload to financial institutions.
• Maintain the held checks list, place holds on invoices in the accounting system and release the holds when indicated.
• Post bank draft payment transactions in accounting system on the date the transaction is posted to the bank account.
• Conduct initial reviews of all new vendor setups and maintain vendor records with various updates, including verification of banking details, updates to payment remittance address and certificate of insurance expiration dates.
• Review vendor statements for past due invoices, request copies of missing invoices.
• Follow up with vendors on outstanding checks over 60 days.
• Complete vendor credit apps for review and signature, with communication to new vendors regarding requirements for setup.

Credit Card Management

• Maintain company credit card accounts, reconcile monthly statements, and schedule monthly payments.
• Manage new employee credit card set up and activation, add to Teams and accounting system, provide instruction and training on the receipt submission process.
• Manage online credit card limit adjustments and issue virtual credit cards when necessary.
• Reconcile credit card transactions weekly, research and communicate missing receipt issues.
• Perform monthly audit of aging credit card transactions after reconciliations are completed.

Accounts Receivable (AR) Management

• Monitor and manage AR email, forward client payment email remittance notifications to project managers, respond to client inquiries and follow-up on communications.
• Assist project managers with AR billing document preparation, such as AIA pay applications, GC lien waivers and sworn statements to submit to clients, and post AR billings in the accounting system.
• Import Facilities AR transactions to post in the accounting system.
• Post bank deposits in the accounting system on the date the transactions post to the bank account and save electronic copies of the receipt deposit, as well as payment remittance notifications to the job file billing folders.
• Monitor and track outstanding receivables that are past due, coordinate with project managers for timely client follow-up.

Month End, Year End and Compliance

• Coordinate AP/AR month end close procedures and assist with reconciliations.
• Assist with WIP preparation and review of active jobs, reference monthly status reports (MSR’s) for information regarding fluctuations in profitability.
• Manage sales & use tax compliance and monthly filings.
• 1099 Year End Audit, prepare 1099’s to print and file electronically with the IRS.
• Collaborate with the accounting team to streamline and improve processes, update standard operating procedures (SOP’s) as workflows change and evolve.
• Prepare and provide various financial reports as requested, assist with special projects, and provide backup to the accounting team when necessary.

Qualifications and Requirements

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. This is an in-office, non-remote administrative position and technology will be provided accordingly. The requirements listed below are representative of the knowledge, skill, competency, and/or ability. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Knowledge and Experience

• High school diploma or general education degree (GED); an associate or bachelor’s degree in accounting, finance, or related field is preferred.
• 1-3 years relevant experience, familiarity with Generally Acceptable Accounting Principles (GAAP), or an equivalent combination of education and experience is.
• Knowledge of administrative procedures and processes, such as file and record management.
• Effective verbal communication skills for interacting with management, employees, customers, subcontractors, and vendors individually or in small groups.
• Ability to recognize issues that require escalation to leadership.
• Works well with others in a positive, professional manner, maintaining strong working relationships with coworkers, supervisors, subcontractors, vendors, and clients.
• Maintains confidentiality of company, client, subcontractor, and vendor information.
• Strong ability to prioritize and plan work, manage time effectively, and adapt quickly to changing priorities.
• Manages multiple tasks and organizes resources to meet deadlines.
• Take initiative-taking steps, including asking for or offering help as needed.
• Performs tasks independently within the direction provided by supervisors.
• Maintains high accuracy and quality standards.
• Proficient in Accounting/Construction Management software, Microsoft Office Suite.