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Office Coordinator in Atlanta, GA at Vaco

Date Posted: 2/7/2019

Job Snapshot

  • Employee Type:
  • Location:
    Atlanta, GA
  • Job Type:
  • Experience:
    At least 2 year(s)
  • Date Posted:
  • Job ID:

Job Description

Vaco is seeking an Office Coordinator with Accounts Payable knowledge for a great client in the Chamblee/Buckhead area. The Office Coordinator role is designed to be a blended role that requires someone that has polish and presence, can manage the front office, make travel arrangements for the CEO and have Accounts Payable duties. The Office Coordinator will have primary responsibility for prompt and accurate processing of all invoices consistent with company policy and procedure as well as general office support. This is a Direct Hire opportunity and the target salary range is $45-$50k.


Accounts Payable

  • Organize, process and upload 50+ A/P invoices per day within Yardi Payscan module
  • Code invoices and accounts as required; perform detailed reconciliation; and process account transactions in an accurate and timely manner
  • Interact with vendors, customers, executives, facility management leadership, and internal finance team to address and resolve any inquiries or issues
  • Responsible for adding new vendors and updating existing vendors
  • Respond to all vendor inquiries, reconcile vendor statements, research and correct discrepancies
  • Maintain accurate A/P records and files to ensure compliance with IRS rules
  • Assist with the annual filing of FORM 1099 for vendors and partners

Office Coordinator

  • Manage incoming and outgoing mail and packages (UPS, FedEx, USPS, etc.)
  • Responsible for answering the main phone line and handling customer inquiries
  • Assist with planning and coordinating company and customer events to include; weekly office lunches, holiday parties, etc.
  • Handle new hire office administration including reassigning office space, ordering access cards, copier set-up, phone line set-up, business cards and schedule headshots
  • Manage office supply inventory and place orders for marketing materials
  • Serve as primary contact for landlord's property management and building security
  • Handle executive's travel arrangements including; airfare, hotel, car and dining, when requested
  • Manage all office vendor relationships including researching and assessing potential vendors, preparing recommendations for senior leadership, negotiating contracts and overseeing the ongoing vendor relationship for (internet/phone, copiers, delivery services, office furniture, other equipment etc.)
  • All other work as assigned by executive leadership

Education And Experience

  • Bachelor's degree or equivalent experience required
  • 3+ years working in Accounts Payable, combined with Administrative experience, required
  • Experience evaluating and negotiating with vendors, preferred
  • Experience booking executive travel, preferred

Knowledge, Skills, Abilities And Competencies

  • Proficiency in the use of Microsoft Office and Windows, required
  • Handle confidential information in a sensitive and professional manner, required
  • Excellent verbal, written, and interpersonal communication skills, required
  • Ability to manage multiple tasks under strict deadlines while working independently, required
  • Ability to interact professionally with all levels of the organization, required
  • Exceptional organizational, quantitative and problem-solving skills required
  • Exceptional attention to detail, required
  • Ability to approach problems both logically and creatively, required
  • A drive to exceed expectations and be part of a dynamic growing organization, required
  • An energetic self-starter with a "can-do / whatever it takes" attitude who can perform under pressure, work successfully on tight deadlines, and identify and resolve problems as they arise, required
  • Someone who can juggle many competing priorities at once, preferred
  • Someone who is resourceful, conscientious, and takes personal pride in their work, preferred
  • Utilize discretion and good judgement in evaluating, recommending and negotiating with vendors, preferred