Office Accounting & Admin Coordinator; QuickBooks

Accounting & Administrative Coordinator

Location:

Pasadena, Texas
Position Type:
Full-Time, Hourly, In-Office

Position Summary

Nexus Integrity Management is seeking a highly organized and detail-oriented Accounting Administrative Coordinator to support daily accounting functions and general office operations. This role is responsible for ensuring the smooth day-to-day administrative workflow of the office while providing essential support for accounts payable, accounts receivable, invoicing, customer service, and general administrative tasks.

The ideal candidate is dependable, professional, customer-focused, and comfortable balancing accounting responsibilities with office management and administrative support in a fast-paced environment.

Essential Duties & Responsibilities

Accounting Support

• Prepare and process customer invoices accurately and in a timely manner
• Manage accounts receivable, including payment tracking, follow-up on outstanding balances, and customer payment communications
• Process accounts payable, including entering vendor invoices, verifying accuracy, and coordinating payment processing
• Maintain accurate accounting records and supporting documentation
• Assist with Quick Books data entry, account reconciliation support, and general bookkeeping functions
• Coordinate with internal leadership and external accounting partners as needed
• Organize and maintain financial files and documentation

Administrative & Office Support

• Answer incoming phone calls professionally and direct inquiries appropriately
• Provide excellent customer service to clients, vendors, and internal team members
• Manage incoming and outgoing mail, shipping, and package distribution
• Perform data entry and maintain organized electronic and physical filing systems
• Order and maintain office supplies and support general office organization
• Assist with document preparation, scanning, filing, and record retention
• Support administrative projects and reporting as assigned
• Serve as a general administrative resource for office and operational support needs
• Handle miscellaneous administrative tasks and special projects as needed

Qualifications

• 2+ years of administrative, accounting support, bookkeeping, or office coordination experience preferred
• Experience with Quick Books required
• Strong understanding of accounts payable, accounts receivable, invoicing, and general office procedures
• Proficiency in Microsoft Office Suite, including Outlook, Excel, and Word
• Strong organizational skills with exceptional attention to detail
• Ability to prioritize tasks, manage multiple responsibilities, and meet deadlines
• Professional communication skills, both written and verbal
• Strong customer service mindset and problem-solving abilities
• Ability to maintain confidentiality and handle sensitive information with discretion
• Self-motivated, dependable, and adaptable in a dynamic work environment

Physical Requirements

Prolonged periods of sitting at a desk and working on a computer

• Ability to communicate effectively by phone and in person
• Ability to occasionally lift and move office materials or packages up to 25 pounds
• Ability to perform routine office tasks including filing, scanning, and document handling

Work Environment

This position is based full-time in Nexus’ Pasadena, Texas office. This is an in-office role requiring regular attendance during standard business hours.