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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