At least 2 years
This role is STARs-friendly: Skilled Through Alternative Routes.
33% STARs in role.
Job Title: Accounting Administrator
Job Description
The Accounting Administrator supports both the Service Manager and the Accounting Department by handling a wide range of accounting, administrative, and office coordination tasks. This role focuses heavily on accounts receivable and manual data entry, ensuring that paperwork, invoices, and related documentation are processed accurately and on time. The position requires someone who works efficiently with minimal supervision, communicates professionally, and is eager to grow with a fast‑growing, trade-focused company. This role reports to the Service Manager and the Head of Finance.
Responsibilities
- Apply pricing and markups to daily submitted paperwork and enter the information into required platforms such as Monday.com and CBRE.
- Convert handwritten paperwork into accurate digital records using the designated systems and templates.
- Enter hours worked into Monday.com to support accurate billing and internal reporting.
- Scan all vendor invoices and receipts into the accounting software for review and email them to Accounts Payable in a timely manner.
- Apply rental charges to invoices and ensure all costs are captured correctly.
- Verify that all paperwork, invoices, and receipts include appropriate purchase orders (POs).
- Manage new hire paperwork and ensure all documents are completed, organized, and properly filed.
- Coordinate safety meetings, including logging attendance, reporting outcomes, and scheduling future sessions.
- Take on invoicing responsibilities after a probationary period of approximately 3–6 months.
- Oversee the office environment to maintain its overall health, functionality, and organization.
- Ensure all paperwork is entered promptly to keep invoicing and accounts payable reporting on schedule.
- Collaborate closely with the Service Manager and service technicians to ensure accurate and timely invoicing to clients.
- Contribute to weekly accounting goals by staying on task, meeting deadlines, and supporting team objectives.
- Research parts as needed and apply appropriate markups based on company guidelines.
- Maintain professional email and phone communication with internal team members, vendors, and clients.
Essential Skills
- 1–2 years of experience with QuickBooks Online.
- Working knowledge of Excel, including basic equations and conditions, and the ability to enter data into existing templates.
- Experience in accounts receivable, with exposure to accounts payable and payroll preferred.
- Strong attention to detail and accuracy in manual data entry.
- Comfort working with numbers and converting units of measurement.
- Ability to research parts and apply proper markups in line with company practices.
- Professional written and verbal communication skills, including proper email and phone etiquette.
- Ability to learn new systems and software quickly.
- Demonstrated work ethic, reliability, and commitment to meeting deadlines.
- Ability to stay focused, work with minimal supervision, and contribute to weekly accounting targets.
- Strong teamwork skills and the ability to collaborate effectively with service managers, technicians, and accounting staff.
- Confidence in performing assigned tasks and taking ownership of responsibilities.
Additional Skills & Qualifications
- 1+ year of QuickBooks experience preferred, with openness to training for the right candidate.
- Basic to intermediate Excel skills, with comfort in data entry using templates.
- Background in office management is welcome, especially with exposure to AR, AP, or payroll.
- Experience working in or around a blue-collar or trade-related environment is highly valued.
- Demonstrated professionalism, respect for others, and strong communication skills.
- Proven ability to work effectively in a small office setting and support a growing team.
- Interest in long-term growth and advancement within a growing company.
- Strong character, integrity, and a willingness to learn and improve over time.
- Comfort interacting with field service technicians and understanding the flow of service-to-invoice processes.
Work Environment
This role is 100% onsite in an office environment, working closely with a small team of approximately three people in the local office. Standard work hours are Monday through Friday, 8:00 a.m. to 4:30 p.m., with some flexibility to accommodate occasional personal needs. The Accounting Administrator works in an office that supports a blue-collar, trade-focused operation and collaborates regularly with the Service Manager and service technicians, while also reporting to leadership based in another office. The company is growing and offers significant room for advancement to individuals who are motivated to succeed and develop their careers. Training is structured and supportive: a team member will provide onsite training for approximately two weeks, and the Accounts Payable manager—who previously held this role—will be available in the office to assist. Overall training and ramp-up is expected to take about 3–6 months, during which the new hire will gradually take on full invoicing responsibilities.
Job Type & LocationThis is a Contract to Hire position based out of Tulsa, OK.
Pay and BenefitsThe pay range for this position is $24.00 - $27.00/hr.
Eligibility requirements apply to some benefits and may depend on your job
classification and length of employment. Benefits are subject to change and may be
subject to specific elections, plan, or program terms. If eligible, the benefits
available for this temporary role may include the following:
• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)
This is a fully onsite position in Tulsa,OK.
Application DeadlineThis position is anticipated to close on May 26, 2026.
About Aston Carter
Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® double diamond winner for both client and talent service.
The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.
If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com for other accommodation options.
San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.
Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.
Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.
Posting ID: JP-006041195
