Accounting and Business Administrator

Primary Function
The Accounting & Business Administrator is responsible for the day-to-day financial operations of a newly established electrical services and parts distribution LLC. The position will manage general ledger accounting, financial reporting, project and inventory accounting, accounts receivable, accounts payable, payroll coordination, sales tax compliance, and monthly close activities. They will support financial reporting and consolidation, while developing accounting processes, controls, and systems to support the company's growth.
Essential Duties
Accounting, Financial Reporting & Close
• Maintain the general ledger and all accounting records within the LLC's standalone accounting system.
• Maintain account reconciliations and supporting schedules for all balance sheet accounts, including Inventory, WIP and intercompany balances.
• Support monthly consolidation and proper account mapping to the corporate ERP.
• Prepare monthly cost invoices from the parent co. and process related transactions.
• Assist with budgeting, forecasting, and variance analysis.
Project Accounting, Work Orders & WIP
• Track labor, materials, and other costs by project.
• Monitor and reconcile work-in-process (WIP) balances.
• Review project profitability and assist management with project performance reporting.
• Support technician time tracking and labor cost allocation to projects.
Inventory Accounting & Purchasing
• Maintain inventory records and valuation for parts inventories.
• Assist in reconciliation of inventory activity, adjustments, usage, and balances.
• Support inventory controls including SKU maintenance, bin locations, and physical inventory procedures.
• Assist with purchasing processes including purchase orders and vendor setup.
Accounts Receivable, Billing & Collections
• Establish and maintain customer master records.
• Process customer credit applications and maintain supporting documentation.
• Generate customer quotes, billing documents, invoices, statements, and related reporting.
• Apply customer payments including cash, checks, ACH, wire transfers, and credit card transactions.
• Monitor accounts receivable aging and perform collection activities.
Accounts Payable & Vendor Administration
• Process vendor invoices and ensure proper coding to general ledger and project accounts.
• Maintain vendor master records and payment processing.
• Administer purchase order matching and invoice approval workflows.
• Process employee expense reports and company credit card activity.
• Maintain prepaid expenses, deposits, and accruals.
Payroll Administration
• Coordinate payroll processing through a third-party payroll provider.
• Review employee time records and project labor allocations.
• Maintain payroll-related accounting entries and reconciliations.
• Record bonus accruals and other employee-related liabilities.
• Support annual W-2 reporting and payroll compliance requirements.
Tax, Compliance & Lease Accounting
• Prepare and file sales and use tax returns for multiple jurisdictions.
• Maintain tax exemption certificates and customer tax records.
• Support compliance with lease accounting requirements for facility leases.
• Assist with annual reporting, business licenses, and regulatory filings.
• Support year-end tax preparation and external accounting requirements.
Administrative & Business Support
• Support development of operational procedures and business processes.
• Coordinate integrations with banking platforms, payroll providers, and other software applications.
• Provide administrative support for startup operations.
• Assist with warranty tracking and documentation.
Minimum Requirements
Education
Associate or Bachelor’s degree in Accounting, Finance, Business Administration, or related field preferred. Equivalent experience in full-cycle accounting and business operations may be considered in lieu of formal education.
Work Experience
• 5+ years of progressively responsible accounting experience.
• Experience independently managing accounting functions for a small business, branch operation, startup, or standalone entity.
• Experience with inventory accounting and inventory controls.
• Experience with accounts receivable, and accounts payable.
• Experience with project accounting, work orders, and payroll processing.
• Experience with sales tax reporting and multi-state tax compliance preferred.
• Experience maintaining a complete general ledger and preparing financial statements independently.
• Experience working with standalone accounting systems (e.g., QuickBooks, Sage, NetSuite, or similar).
Physical
• Primarily sedentary work in an office environment.
• Ability to sit for extended periods and use a computer.
• Occasional lifting of office materials up to 15 lbs.
Other
• Experience in a multi-entity or parent/subsidiary structure preferred.
• Strong attention to detail, accuracy, and organizational skills.
• Ability to work independently and meet deadlines aligned with corporate close schedules.
• Strong communication skills and ability to coordinate with corporate accounting teams.


Gregory Poole Equipment Company is an Equal Opportunity/Affirmative Action employer and will consider all qualified applicants for employment without regard to race, color, religion, gender, sexual orientation, gender identity, national origin, age, protected veteran status, or disability status.