Administrative & Accounts Coordinator

Signarama Philadelphia/Cherry Hill, NJ

Philadelphia, PA

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JOB DETAILS

SKILLS

Accounting Software, Accounts Payable, Accounts Receivable, Administrative Skills, Bank Management, Billing, Bookkeeping, Cash Flow, Cash Management, Communication Skills, Data Entry, Detail Oriented, Driver's License, Financial Administration, Financial Compliance, Financial Literacy, Financial Management, Forecasting, Franchise Management, Intuit Quickbooks, Logistics, Microsoft Excel, Office Management, Operational Support, Operations, Operations Processes, Organizational Skills, Physical Inventory, Pivot Tables, Process Improvement, Purchase Orders, Purchasing/Procurement, Record Keeping, Sales Cycle, Time Management, Training/Teaching, Vendor/Supplier Management, Vendor/Supplier Relations, Vlookups

LOCATION

Philadelphia, PA

POSTED

30+ days ago

Benefits:

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

Position Summary

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.

Key Responsibilities
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. You are responsible for verifying the "Three-Way Match": ensuring every invoice has a corresponding packing slip and a confirmed receiving report. This also can include tickets, and maintaining Vehicle records like registrations inspections, and insurances.
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.

Qualifications

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.

Value-Add Competencies
Value-Add | Why It Matters
Discrepancy Resolution | Catching "short-ships" or overcharges before they hit the ledger saves the company real money.
Audit Readiness | Maintaining a digital "paper trail" of packing slips and invoices ensures year-end audits are painless.
Proactive Communication | Managing vendor expectations during the A/P process preserves the company’s reputation and credit terms.
Operational Support | Freeing up the Director of Operations from manual data entry allows them to focus on high-level strategy.

This franchise is independently owned and operated by a franchisee. Your application will go directly to the franchisee, and all hiring decisions will be made by the management of this franchise. All inquiries about employment at this franchise should be made directly to the franchise location, and not to Signarama Corporate.

Administrative & Accounts Coordinator

Signarama Philadelphia/Cherry Hill, NJ

Philadelphia, PA

About the Company

Signarama Philadelphia/Cherry Hill, NJ

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