Office Administrator​/Coder Router

Job Details:

Job Location:

GB GROUP MH - Morgan Hill, CA 95037. Salary Range: $1.00 - $1.00 Salary.

• Direct Costs:
  Receive invoices from Stampli and code to correct project and activity code in Net Suite. Research the PO number in Computer Ease and add the corresponding PO number, job, phase, and category into Stampli.
• Indirect & SG&A Costs:
  Receive invoices from Stampli and code to correct general ledger accounts in Net Suite.
• Route Invoices:
  Route invoices for approval to appropriate parties.

• AP Import:
  Import accounts payable invoices and Ramp reimbursements from Net Suite into Computer Ease.
• Vendor Account Reconciliations:
  Reconcile vendor statements against accounts.
• Mailed Invoices:
  Scan and email mailed vendor invoices to Stampli email for processing.
• Lien Waivers:
  Process incoming and outgoing mechanics lien waivers.
• Vendor Payments:
  Valcourt Shared Services issues vendor payments. Provide support to Valcourt as requested.
• Operations Communication:
  Collaborate with production teams to research and resolve invoice issues.
• Purchase Orders:
  Issue POs to production staff and update POs with receipts and dollar values.
• Credit Accounts:
  Open new vendor credit accounts in conjunction with Valcourt Shared Services.
• Business Licenses:
  Work with municipalities and Valcourt Shared Services to maintain City business licenses.
• Month End Journal Entries:
  Accrue for vendor invoices not received, Stampli invoices not approved, and import Ramp credit card expenses into Computer Ease. Transfer costs between jobs/accounts as requested.

• Payroll Accruals:
  Enter month end payroll accruals.
• Timekeeping:
  Review and correct time records of 350+ employees within Work Max timekeeping system.
• Payroll Issue Resolution:
  Work with employees to resolve payroll issues.
• MLHR:
  Process missing labor hours reports from employees.
• Employee Support:
  Work with staff to facilitate reimbursements, answer Work Max questions, etc.
• Payroll Report:
  Provide Valcourt Shared Services weekly Data Set of payroll adjustments.
• Process Payroll:
  Provide Valcourt Shared Services payroll reports for processing in Paycom.
• Payroll CE Duplicate:
  Maintain accuracy of duplicate payroll record in Computer Ease accounting system.
• Live Check Distribution:
  Distribute printed payroll checks and paycheck stubs to employees by mail.
• Workers Comp:
  Upload payroll totals by code into workers comp carrier’s website for payment processing.
• PAFs:
  Enter Personnel Action Forms in Paycom for personnel changes.

• Payment Application:
  Deposit payments into bank account.
• Issue Resolution:
  Work with clientele to resolve AR payment issues.
• Collections Report:
  Report client payments received to executive team.
• Check Copies:
  Distribute check copies to collections department and Valcourt Shared Services.
• Communication:
  Collaborate with the collections department and Valcourt Shared Services as needed.

• WBS Updates:
  Enter budget changes from CE into Net Suite Work Breakdown Structure.
• Change Order Updates:
  Enter change order totals per job per month from CE into Net Suite.
• Data Validation:
  Ensure data between Net Suite and CE is substantially similar.

At the time of the drafting of this job description, there is a two-person team with this position being the primary Coder Router and the backup to the Office Coordinator position. Since both roles are new, responsibilities may shift in time to keep the workload balanced between the positions. This job description is subject to change.

• Minimum of 4 years accounting experience.
• Must be bilingual in English and Spanish.
• Ability to manage an efficient workflow and provide accurate results without oversight.
• Proficiency in MS Office and Teams, and ability to learn new software quickly.
• Proficiency in Paycom and Net Suite a plus.
• Excellent verbal and written communication skills.
• Excellent interpersonal skills.
• Strong organizational skills and highly developed attention to detail.
• Excellent problem-solving skills.
• Ability to work independently and as part of a team.
• Strong analytical skills.