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Hybrid Administrative Coordinator at JBI Helicopter Services

JBI Helicopter Services · Concord, United States Of America · Hybrid

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Job Type
Full-time
Description

Administrative Coordinator


Location: Pembroke, NH / Concord, NH

Supervisor: Senior Executive Vice President / General Manager

Schedule: Full-time


Job Summary:


The Administrative Coordinator will be responsible for assisting with various administrative and accounting tasks, including accounts payable, accounts receivable, payroll and miscellaneous customer service duties.  


Responsibilities:

  • Assist with accounts payable and accounts receivable functions, including processing invoices, expense reports, and payments, and reconciling accounts.
  • Act as a customer service agent by addressing inquiries, resolving issues, and ensuring ongoing customer satisfaction.
  • Process vendor invoices accurately and in a timely manner.
  • Timely and accurate processing, verification, and reconciliation of vendor invoices and statements.
  • Ensure compliance with company policies and procedures regarding payment approvals.
  • Correspond with vendors regarding payment inquiries and discrepancies.
  • Maintain organized and up-to-date records of accounts payable transactions.
  • Provide comprehensive administrative support to the administrative team, offering coverage and assistance as needed.
  • Prepare and maintain financial records, reports, and spreadsheets, ensuring accuracy and compliance with company policies and procedures.
  • Assist with payroll processing, including gathering and verifying timesheets, commissions, per diem allowances, calculating wages, and preparing payroll reports.
  • Assist with month-end and year-end financial close processes.
  • Respond to inquiries from vendors, customers, and employees regarding accounting transactions, invoices, and payment status.
  • Assist with administrative tasks, such as distribution of mail, filing documents, scheduling meetings, and assistance with training events.
  • Coordinate with other departments, such as operations, finance, and human resources to ensure compliance and other business affiliations.
  • Maintain a professional demeanor and positive attitude while representing the company to clients, regulatory agencies, and other partners.
  • Maintain cleanliness and organization of work areas, aircraft, vehicles, and all company equipment through diligent housekeeping practices.
  • Serve as a responsible steward of company resources by promoting efficiency and conservation measures.
  • Capable of working flexible hours to support the needs of customers.
  • Maintain proficiency in software systems and processes.
  • Other tasks as assigned.
Requirements
  • Proven experience in administrative support, accounting, or related role.
  • Working knowledge of accounts receivable and accounts payable processes.
  • Strong understanding of basic accounting principles.
  • Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
  • Experience with maintaining data in business applications or CRM systems.
  • Excellent customer service skills, both in person and over the phone.
  • Strong verbal and written communication skills.
  • High attention to detail with strong organizational skills.
  • Ability to manage multiple tasks, prioritize effectively, and meet deadlines.
  • Comfortable answering and directing incoming calls in a professional manner.
  • Problem-solving mindset with ability to work independently and as part of a team.
  • High level of integrity, professionalism, and confidentiality.

To ensure a fair hiring process, we are not accepting phone inquiries. Please apply online using the link in this advertisement.  

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