Administrative and Business Support Specialist

The Administrative and Business Support Specialist will have a unique administrative role. It will serve as the accounting support responsible for providing accurate, up-to-date financial information for IMS. The incumbent will report directly to the Job Costing Accounting and Control Supervisor and primarily manage the receipt, tracking, validation of information, and processing of all vendor bills into our Accounting System. This role will also be accountable to provide administrative support to our growing Managed Services Division. Responsibilities will include updating client information in various systems and spreadsheets, building a shared data historical site for all clients, and running/validating timely reports.

IMS offers a unique approach to medical/dental premiums and a competitive salary package based on experience. We consider our team the best in AV!

Position Accountabilities and Expectations:

· Review Show Service and Integration bills and compare them to divisional platform records to ensure accuracy and resolve all discrepancies prior to QuickBooks entry. Request additional W-9’s as necessary. Review IMS tax exemption eligibility and notify the vendor if tax is misappropriated.

· Review and processing of IMS Employee corporate card accounts. The specialist will print receipts, upload them into the accounting system and ensure all documentation is available for settlement and statement close, while adhering to all IMS policies on managing an employee corporate account

· Research and verify vendor statements and PO/Invoice records with employees and vendors when discrepancies arise

· Assist with month-end closing and accounting activities as necessary

· Maintain accurate accounting files and records in accordance with IMS business policies and accepted accounting practices.

· Service support will consist of reviewing bills, invoices, and service contracts in accordance with service agreements. Work with the service desk team to ensure the accuracy of processed tickets, the validity of tax calculations, and that billed/invoice details match IMS System client information. (Contact information, service assigned number, client name and address, etc.)

· Generate appropriate and timely reports for the Service team as necessary. Build initial SharePoint historical data for each client.

· Respond to all customer/vendor correspondence as necessary

· Assist Service desk with managing and tracking RMA’s.

What you will bring:

· Associates Degree or Bachelor’s Degree in finance or Accounting is desirable

· Two to four years of hands-on work experience in Accounts Payable and/or Accounts Receivable

· Intermediate knowledge of MS Office Excel and Quickbooks desired

· Experience utilizing software-driven MRP systems such as Connectwise/Salesforce.

· Excellent verbal and written communication skills to work with both internal employees and external customers and vendors

· Ability to interface positively with coworkers and vendors to create effective working relationships

· Successful time management and prioritization skills in a demanding environment

· Results oriented with the ability to effectively manage multiple priorities and timelines independently

· Ability to listen to and understand needs and provide accurate information and appropriate alternatives in a timely, courteous, respectful, and professional manner regardless of communication utilized

· Strong attention to detail, maintains a high level of accuracy and thoroughness

· An ability to be an effective team player and display initiative