Job Posting: Administrative Office Assistant / Accounts Payable Clerk

Creatacor, Inc. is currently seeking to hire a full-time Administrative Office Assistant / Accounts Payable Clerk. Creatacor is the largest supplier of trade show and custom fabrication services in upstate New York. Creatacor offers all full-time employee paid health benefits, a 401(k) retirement plan, and paid vacation and holidays.  

Responsibilities include but are not limited to the tasks listed below:

Accounts Payable duties:

  • Sending out/uploading new vendor onboarding packets, setting up vendors in the accounting system
  • Requesting and maintaining W-9’s
  • Annual printing and mailing of 1099’s
  • Scanning/processing all vendor invoices
  • Reviewing invoices and statements and calling vendor with issues or discrepancies
  • Maintaining all tabs in weekly A/P communication log
  • Entering payables into the accounting system
  • Maintaining invoices to be paid in an orderly fashion
  • Producing miscellaneous purchase orders and recording expenses when needed
  • Running week-end/ month-end reports
  • Complete vendor credit applications for submission to Staff Accountant
  • Processing of weekly UPS & FedEx bills
  • Requesting/maintaining vendor Certificates of Insurance
  • Entering pre-payment requests/cash advance requests
  • Receiving weekly report from CFO of checks to be prepared & mailed out
  • Auditing of monthly Amex & KeyBank credit card statements
  • Maintaining monthly insurance expense tracking spreadsheet

Office duties:

  • Greeting guests in a friendly and professional manner as they arrive in the lobby
  • Answering phones, directing to proper party, taking messages as needed
  • Filing, faxing, photo copying, scanning, bringing out and retrieving daily mail, data entry
  • Following up with vendors who have expired COI’s, request updated COI’s and upload to the system
  • Running office errands as needed ie: bank, post office, etc
  • Sorting mail and distributing to proper departments
  • Stamping and copying all incoming checks and giving to Staff Accountant
  • Organizing business/client luncheons and company functions, including the ordering of monthly birthday cakes and anniversary functions, and picking up orders when necessary
  • Assisting departments in ordering meals for overtime and meetings
  • Maintaining and restocking kitchen, office ,and maintenance room supplies
  • Maintaining the appearance of the kitchens, lobby, and conference rooms daily
  • Tracking and entry of packing slips
  • Reviewing alerts from facility maintenance and safety log and determine action
  • Updating maintenance/safety log with course of action ie. creating an internal work order, contacting a contracted vendor, contacting building owner’s office
  • Coordinating of facilities services with service providers (cleaning, HVAC, electrical, plumbing, pest control, etc)
  • Assisting HR with facility inspections and safety issues when needed
  • Reviewing annual contracts from facilities service providers
  • Conducting a quarterly walkthrough of facility and record results in facility log
  • Other duties as assigned

Requirements:

  • At least two (2) years of bookkeeping/accounting experience required
  • Positive attitude and team player is a MUST
  • Must have strong interpersonal skills as this position is the first representation of Creatacor to clients and guests both on the phone and in the office
  • Strong written skills and keen attention to detail
  • Ability to multi-task and willingness to adapt in a fast-paced environment
  • Computer experience with Word, Excel, Google Docs, accounting software
  • Occasional overtime is required
  • Occasional 9 am – 6 pm working hours may be required

If you think you would like to be a part of a team of trade show and event professionals who work for some of the top brands in the world, please submit your resume to [email protected].

 

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