Accounting Administrative Coordinator

Full-time

Description

Accounting Administrative Coordinator

Location: New England Region (covering six states)
Company: Ocean State Signal

About Us

Ocean State Signal, Inc. is the New England leader in the distribution and service of traffic control equipment. Based in Rhode Island, we take great pride in our rich history and the superior technical services we provide to our customers. We are seeking an Accounting Administrative Coordinator with strong accounts payable and receivable experience to join our team and help ensure the smooth operation of our office and accounting functions.

Position Overview

The Accounting Administrative Coordinator is responsible for providing day-to-day support across accounts receivable and accounts payable, general office management, and administrative services. This role ensures the accuracy of accounts payable and accounts receivable records, supports both vendor and customer account management, and contributes to the overall efficiency of office operations. The ideal candidate is detail-oriented, proactive, and skilled at managing multiple priorities in a fast-paced environment.

Essential Duties and Responsibilities

Accounts Payable

• Process and code vendor invoices, ensuring accuracy and proper approvals.
• Perform weekly check runs and electronic payments in accordance with company policies.
• Maintain vendor account records, monitor statements, and reconcile discrepancies.
• Communicate with vendors regarding billing issues, credits, and payment status.

Accounts Receivable

• Generate and send customer invoices in a timely manner.
• Post payments, reconcile accounts, and follow up on outstanding balances.
• Maintain accurate customer records in the database.
• Assist with credit applications, account setups, and collections activity as needed.

Administrative & Office Support

• Answer incoming calls, route inquiries to the proper individual, and provide excellent customer service.
• Sort and distribute incoming mail.
• Perform word processing, filing, and document management tasks.
• Ensure office supplies and equipment are stocked and maintained.
• Audit existing service agreements and office expenses to identify cost-saving opportunities.
• Coordinate with internal staff and vendors to resolve order acknowledgments, deliveries, and purchasing concerns.
• Support other administrative and accounting duties as assigned to meet business needs.

Requirements

Qualifications

Education and/or Experience:

• Associate degree in Accounting, Business Administration, or related field preferred; equivalent experience considered.
• 3–5 years of experience in accounts payable/receivable and administrative support.
• Proficiency with Microsoft Office Suite (Excel, Word, Outlook); experience with Sage 50 accounting software preferred but not required.
• Strong organizational skills with the ability to manage multiple priorities and deadlines.
• Excellent communication skills, both verbal and written.
• High attention to detail, accuracy, and problem-solving skills.
• Professional demeanor with a customer service–oriented mindset.

Why Join Ocean State Signal?

• Opportunity to represent a trusted leader in traffic control solutions.
• Collaborative team environment.
• Competitive compensation and benefits package.