Contract Accounting/Purchasing Coordinator

Administrative Assistant

Support a busy Engineering team by keeping accounting, purchasing, reporting, travel coordination, and administrative processes organized and moving forward. This role is ideal for someone who combines strong attention to detail with practical accounting knowledge, clear communication, and the ability to work independently in a fast-paced environment.

Overview

The Administrative Assistant supports the VP of Engineering and the Engineering team with a broad range of administrative and accounting responsibilities. The role focuses heavily on invoice processing, purchase orders, capital expenditure tracking, operational reporting, travel coordination, and communication with vendors and Accounting.

Key Responsibilities

Process invoices in the accounting system and track them through approval and payment.

Classify and process capital and expense invoices in JDE.

Generate capital expenditure purchase orders in JDE and prepare required approval and review documentation.

Gather operational data and consolidate it in Excel spreadsheets or databases.

Generate reports based on operational data.

Maintain the Engineering team’s weekly travel calendar and make travel arrangements through the corporate travel system.

Classify expenses and prepare expense reports.

Compile and analyze monthly Repair & Maintenance cost reports.

Update active capital expenditure project budget reports with invoice and purchase order data.

Work with vendors regarding invoicing and payment timelines.

Serve as a point of contact for Accounting on capital expenditure matters.

Maintain the current year’s capital budget tracking database.

Assist with semiannual data collection and reporting for future capital expenditure requests.

Provide backup support to other co-located work groups as needed.

Training Responsibilities

Train branch accounting personnel on capital expenditure accounting procedures.

Assist with developing training materials for capital expenditure procedures.

Must-Have Qualifications

Fundamental knowledge of accounting and ERP systems.

Understanding of full-cycle Accounts Payable processes, including invoice coding to the General Ledger, purchase order matching, and vendor communication.

Proficiency with Microsoft Office, particularly Excel.

Strong organizational skills and attention to detail.

Office administration experience, including travel planning and vacation tracking.

Effective verbal and written communication skills.

Ability to work independently during frequent VP travel.

Ability to manage time-sensitive work in a fast-paced environment.

Flexibility when priorities change.

Experience with data management and report generation.

Comfort managing a high volume of paperwork across multiple processes.

Apply today to bring your organization, accounting knowledge, and dependable support to an essential Engineering team role.

How to Apply:

To apply for this position, please click the "Apply" button at the top right of your screen. Alternatively, you can email your application to info@ssgresume.com . Please ensure to include your resume and any other relevant documents or information that showcase your qualifications and suitability for the role. We appreciate your interest in joining our team and look forward to reviewing your application.

Equal Opportunity Employer Statement:

Search Solution Group is an Equal Opportunity Employer committed to fostering an inclusive workplace where diversity is valued and respected. We do not discriminate on the basis of race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status in our hiring process or employment practices. We believe that a diverse workforce brings unique perspectives and strengths, driving innovation and growth. All employment decisions are based on qualifications, merit, and business needs. We welcome applicants from all backgrounds to apply and contribute to our team.

Disclaimer:

Please note that the job description provided is not exhaustive and is subject to change. Additional duties may be assigned as needed to meet the evolving needs of the organization and to ensure the successful completion of projects and objectives.