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Business Support Coordinator

4 months ago

Houston, United States Intersica Full time

**POSITION IN THE ORGANIZATION**

Position: Business Support Coordinator

Reports to: Regional Manager

Come join one of the fastest growing Quality Assurance and Inspection teams in North America

As the Business Support Coordinator, you would be able to instinctively provide Operational and Administrative support to the regional team to increase the company’s performance and work closely with our local Coordination and Management team

**ACTIVITIES**
- Gain familiarity and utilize daily the internal management software.
- Gain familiarity and utilize external Client portals for invoice processing.
- Prepare, package, and issue client invoices.
- Receive subcontractor and supplier invoices, check for accuracy, and input into accounting software.
- Ensure approved subcontractor and supplier invoices due are paid on time.
- Ensure all projects/services/hours are accurately invoiced each month.
- Provide monthly invoice summaries, anticipated cash collection, and estimated subcontractor payments.
- Create and manage quick cash collection on client invoices.
- Provide business logístical support in booking air travel, hotels, travel expenses, etc.
- Verify information provided by the accountant (all costs/revenues communicated are present).
- Report figures monthly.
- Forecast anticipated cash collection.
- Validate, verify, and send all invoices.
- Amend invoices if/when needed.
- Communicate with the coordinators in case of missing/wrong information.
- Interact with internal management software for data extraction, validation, and correction.
- Ensure smooth liaison with corporate Accounting Dept and proper intercompany process at the end-of-month and prepare intercompany invoices.
- Receive, validate, and approve suppliers & sub-contractor’s invoices and communicate them to accountant.
- Ensure that all costs are received and input into internal software and accounting software.
- Collect expenses and approve them as per Travel policy.
- Determine the necessary monthly provisions for invoices not raised and expenses not received.
- Record the costs linked to the office utilities and prepare payments.
- Proceed with supplier & sub-contractors’ invoices & salaries payments on due time.
- Expedite the accountant for the monthly reporting as per the communicated timeframe.
- Verify the information provided by the accountant (all costs/revenues communicated are present).
- Communicate to Accounting Dept the necessary reporting package after Manager approval on time.

**QUALIFICATIONS AND EXPERIENCE REQUIRED**
- Autonomous, trainable, enthusiastic, and reliable.
- Associate’s degree in administration management, cost control or finance.
- Excellent verbal and communication skills.
- Experience in payroll, negotiations, and preparing contracts.
- Excellent knowledge of MS Excel, MS Word, MS Outlook, Quickbooks, and ERP software.
- Minimum 5 years’ experience with similar responsibilities.

**BENEFITS**

Medical, vision, dental, life insurance.

Retirement account with matching %.

**Benefits**:

- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance

Schedule:

- 8 hour shift
- Day shift
- Monday to Friday

**Experience**:

- Administration: 5 years (required)

Ability to Commute:

- Houston, TX 77079 (required)

Work Location: In person