Accounting Administrator

Position Summary
The Accounting Administrator supports the day-to-day financial operations of CRS, with primary responsibility for accounts receivable and accounts payable processing. This role also provides administrative support across human resources, compliance, and sales functions. The Accounting Administrator works closely with the Controller to ensure accurate, timely, and well-documented financial records, and serves as a key point of coordination between accounting and other departments.

Accounts Receivable
•    Generate all customer invoices and apply incoming payments.
•    Support collection efforts through direct customer outreach.
•    Monitor and prepare the accounts receivable aging report to keep the Controller informed and support timely escalation of past-due accounts.
•    Prepare supporting documentation for invoicing and collections.
•    Remotely deposit checks and record all cash inflow transactions against the corresponding invoice.

Accounts Payable
•    Prepare supporting documentation for the payables process, including the three-way match.
•    Enter and record bill payments in QuickBooks.
•    Prepare purchase orders and maintain the expected invoice tracker, keeping the Controller informed of delays affecting upcoming projects.
•    Monitor and record credit card transactions (Ramp).
•    Track and match warranty exchange invoices.
•    Capture and record capital and large expenditures for Controller review and reconciliation.
•    Record recurring bills and utility payments.
•    Record all cash outflow transactions against the corresponding bill.
•    Maintain and manage vendor records, including Certificates of Insurance (COIs) and W-9s.
•    Manage incoming mail and route to the appropriate recipient.
•    Support annual audits (401(k), workers' compensation, insurance, and other required audits).
•    Support compliance requirements related to business licensing.

Human Resources & Administrative Support
•    Support onboarding and offboarding tasks, including employee records and certifications.
•    Assist with benefits and payroll administration, employee changes, and HR-related audits and compliance requests.
•    Maintain and manage W-9s, tax exemption/resale certificates, and other company tax and compliance documentation.
•    Obtain and provide Certificates of Insurance (COIs) as needed.
•    Support annual audits and information requests, including workers' compensation, insurance, 401(k), financial, and other compliance audits.
•    Provide administrative support to Sales, including contracts, RFP requirements, customer/vendor setup packets, and other requested documentation.
•    Support annual maintenance and service agreement renewals and related customer documentation.
•    Assist with government, customer, vendor, and other third-party compliance and documentation requests.
•    Provide general HR, compliance, sales, and administrative support as needed.

Education Requirements
•    Associate's degree in Accounting, Finance, Business Administration, or a related field desired.
•    Equivalent work experience will be considered in lieu of a degree.

Experience Requirements
•    2–4 years of experience in accounts payable, accounts receivable, or general accounting administration.
•    Hands-on experience with QuickBooks or a comparable accounting/ERP system required.
•    Working knowledge of basic accounting principles and the ability to accurately code and record transactions.
•    Prior experience supporting HR, compliance, or administrative functions is a plus, given the cross-functional nature of this role.
•    Experience with expense management or corporate card platforms (e.g., Ramp) is a plus.
Skills & Competencies
•    High attention to detail and strong organizational skills, with the ability to manage multiple deadlines across AP, AR, and administrative tasks.
•    Clear, professional written and verbal communication, including comfort with direct customer and vendor outreach.
•    Discretion and sound judgment when handling sensitive financial, HR, and compliance information.
•    Proactive, self-directed work style with the ability to flag issues and delays before they become problems.
•    Proficiency with Microsoft Excel and general office software.