Accounting and Administrative Coordinator - Tacoma, WA in Tacoma, Washington at Nationwide Auto Services Inc

Position Summary:
We are seeking a detail-oriented and organized Accounting and Administrative Coordinator to support daily administrative operations and assist with accounts payable (AP) and accounts receivable (AR) functions.

This position will be responsible for processing invoices, maintaining financial records, tracking payments, coordinating documentation, and providing general administrative support to ensure efficient day-to-day operations.

Key Responsibilities:
Accounts Payable (AP)
Receive, review, verify, and process vendor invoices.
Match invoices against purchase orders, service records, and supporting documentation.
Track outstanding invoices and payment due dates.
Coordinate with vendors and internal departments to resolve invoice discrepancies.
Maintain accurate vendor records and payment documentation.
Assist with payment requests, approvals, and reconciliation of vendor statements.

Accounts Receivable (AR)
Prepare, review, and submit customer invoices accurately and on time.
Track outstanding customer balances and payment statuses.
Maintain AR aging reports and follow up on overdue payments.
Coordinate with customers and internal teams to resolve billing discrepancies.
Verify billing rates, charges, and supporting documentation.
Maintain accurate billing records and assist with monthly financial reporting.

Administrative Support
Maintain organized electronic and physical filing systems.
Prepare and update spreadsheets, reports, trackers, and operational records.
Support document preparation, data entry, and records management.
Coordinate with internal departments, vendors, and customers regarding administrative requests.
Assist with purchase orders, service documentation, and expense tracking.
Schedule meetings, maintain records, and support routine office activities.
Assist management with special projects and additional administrative duties as needed.

Reporting and Coordination
Maintain accurate AP/AR tracking logs and supporting documentation.
Prepare routine status reports identifying pending invoices, outstanding payments, and discrepancies.
Support monthly billing and accounting close activities.
Identify opportunities to improve administrative workflows, documentation accuracy, and reporting efficiency.
Required Qualifications:
High school diploma or equivalent; associate degree in accounting, business administration, or related field preferred.
1–3 years of administrative, accounting, or billing experience preferred.
Basic understanding of accounts payable and accounts receivable processes.
Proficiency in Microsoft Excel, Word, Outlook, and other Microsoft Office applications.
Strong organizational skills and attention to detail.
Ability to prioritize multiple tasks and meet deadlines.
Effective written and verbal communication skills.
Ability to handle confidential financial and business information.
Preferred Qualifications:
Experience working with accounting or ERP systems.
Experience with invoice processing, purchase orders, and billing reconciliation.
Familiarity with SharePoint or electronic document management systems.
Experience supporting operations, logistics, transportation, or warehouse environments.
Ability to work independently and coordinate across multiple departments.
Key Competencies:
Accuracy and attention to detail
Time management and organization
Problem-solving and follow-through
Customer and vendor communication
Financial documentation and recordkeeping
Teamwork and accountability

Department: Administration / Operations
Position Type: Full-Time
Reports To: Operations Manager / Department Manager