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].