1. Front Desk Operations & Corporate Gatekeeping (50%)
- Manage a fast-paced, multi-line corporate phone system; professionally screen, log, and route high-volume incoming inquiries to internal divisions.
- Greet arriving on-site executives, regional vendors, sub-contractors, and clients; maintain secure visitor registers and enforce access protocols.
- Direct the daily intake, opening, sorting, and internal distribution of incoming mail, corporate packages, and high-priority electronic correspondence.
- Coordinate outgoing certified mail, regional courier services, and freight shipping logistics.
- Process daily invoice data entry and execute meticulous 3-way matching against purchase orders and warehouse delivery tickets to prevent overpayments.
- Systematically audit regional corporate expense cards, cross-referencing manager transactions against field receipts using the ExpensePath module.
- Assist with regular check runs, verify vendor banking profiles, and support the corporate accounting team during month-end ledger closings.
- Perform bi-weekly employee time-record audits within ADP, cross-referencing schedules to correct missed clock punches and log regional PTO calendars.
- Monitor office supply inventory levels for local and satellite distribution facilities; independently manage procurement vendor orders and handle facility service calls.
- Maintain local company fleet schedules, tracking routine vehicle licensing, registration deadlines, and preventative maintenance logs.
- Experience: 3+ years of administrative assistant, corporate receptionist, or office manager experience, ideally within an industrial, logistics, trade, or distribution corporate environment.
- Accounting Literacy: Proven exposure to foundational bookkeeping workflows (Accounts Payable processing, invoice matching, or basic ledger entries) utilizing QuickBooks, Sage, SAP, or similar software.
- Technical Proficiency: strong mastery of the Microsoft Office Suite (Word, Outlook, and Excel spreadsheet navigation). Direct experience utilizing automated tools like ADP or ExpensePath is a massive advantage.
- Core Competencies: Elite multitasking capability, high-polish verbal and written communication skills, and a naturally organized approach to managing sensitive business documentation.
shift: First
work hours: 8 AM - 4 PM
education: Bachelors
Responsibilities
Accounts Payable & Financial Reconciliation
- AP Vouchering: Process daily invoice logging and perform 3-way matching against purchase orders and warehouse receiving tickets to eliminate variances and billing overpayments.
- Expense Card Auditing: Systematically audit regional corporate purchasing card transactions, cross-referencing individual employee field receipts inside the ExpensePath automated module.
- Ledger Maintenance: Prepare structured check runs, process ACH/wire transactions, and update vendor profiles while assisting with month-end ledger balance sheets and audit preparation.
- Timecard Oversight: Perform bi-weekly workforce attendance audits using ADP, cross-referencing regional schedules to correct missed timecard punches and log employee PTO requests.
- Multi-Site Procurement: Track office supply inventory pipelines for satellite distribution facilities, handle procurement vendor relationships, and schedule service calls for branch equipment.
- Vehicle & Fleet Scheduling: Maintain local company fleet records and vehicle asset use schedules, tracking routine maintenance deadlines, licensing renewals, and state registrations.
- working up to 3 hrs of overtime per week
Skills
- Accounts Payable
Qualifications
- Years of experience: 3 years
- Experience level: Experienced
Randstad is a world leader in matching great people with great companies. Our experienced agents will listen carefully to your employment needs and then work diligently to match your skills and qualifications to the right job and company. Whether you're looking for temporary, temporary-to-permanent or permanent opportunities, no one works harder for you than Randstad.
Equal Opportunity Employer: Race, Color, Religion, Sex, Sexual Orientation, Gender Identity, National Origin, Age, Genetic Information, Disability, Protected Veteran Status, or any other legally protected group status.
At Randstad, we welcome people of all abilities and want to ensure that our hiring and interview process meets the needs of all applicants. If you require a reasonable accommodation to make your application or interview experience a great one, please contact HRsupport@randstadusa.com.
Pay offered to a successful candidate will be based on several factors including the candidate's education, work experience, work location, specific job duties, certifications, etc. In addition, Randstad offers a comprehensive benefits package, including: medical, prescription, dental, vision, AD&D, and life insurance offerings, short-term disability, and a 401K plan (all benefits are based on eligibility).
This posting is open for thirty (30) days.
