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Signarama Alexandria Logo Signarama Alexandria · Office Administration

Administrative & Accounts Coordinator

United States, Philadelphia 20.00 - 25.00 USD / Hour · Job Posted May 04, 2026
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Job Description

We are seeking a detail-oriented and proactive Administrative & Accounts Coordinator to serve as the backbone of our daily operations. This role is a hybrid of focused financial management—handling the 'Three-Way Match' of procurement—and high-energy office support. You will be the primary gatekeeper ensuring that every dollar spent is accounted for and that our team has the administrative runway to succeed.

Job Responsibility

  • Financial Administration & Compliance: Accounts Receivable (A/R): Proactively monitor aging reports and conduct outreach to clients to ensure timely collection of outstanding payments
  • Accounts Payable (A/P) & Procurement Audit: Collaborate with the Director of Operations to process payments
  • Inventory & Document Control: Actively collect and file documentation from all incoming shipments to confirm physical receipt of goods before authorizing payment
  • Coding & Data Entry: Maintain the integrity of financial records by accurately assigning Chart of Accounts (COA) codes to all validated invoices
  • Banking & Cash Management: Handle physical check deposits and maintain a daily log of cash positions to assist the Director of Operations with cash flow forecasting
  • Vendor Relations: Act as the primary point of contact for vendor billing discrepancies, missing paperwork, or credit requests
  • Front-Office & Team Support: Director of First Impressions: Serve as the first point of contact for all incoming calls, providing professional routing and general information
  • Process Improvement: Identify bottlenecks in the receiving or billing process and propose digital or physical filing solutions to increase efficiency
  • Administrative Support: Assist the team with ad-hoc projects, including meeting preparation, basic report generation, and office supply management.

Requirements

  • Experience: 2+ years in an administrative, bookkeeping, or Purchasing/Inventory Coordinator role
  • Financial Literacy: Solid understanding of the Chart of Accounts and the lifecycle of a purchase order
  • Technical Skills: Proficiency in accounting software (e.g., QuickBooks, Xero) and advanced skills in Microsoft Excel (VLOOKUPs or Pivot Tables are a plus)
  • Attention to Detail: A 'perfectionist' mindset when it comes to matching invoices to physical inventory
  • Logistics: Must have a valid driver's license and reliable transportation for bank deposits.

Nice to have

  • Discrepancy Resolution
  • Audit Readiness
  • Proactive Communication
  • Operational Support

What we offer

  • Company parties
  • Opportunity for advancement
  • Paid time off
  • Training & development
  • Free uniforms
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