What are the responsibilities and job description for the Administrative Specialist position at IMS Technology Services?
Job Description
The Administrative Specialist is responsible for all front and backend processing of accounts receivable and accounts payable, managing operational administrative functions, running standard and ad hoc reports, expense processing, and other related activities. Working closely with the team, you will ensure smooth operations, accurate financial reporting, and efficient processes. Primarily focused on, but not limited to Event Staging, this incumbent ensures the integrity of the information that is processed across multiple systems, runs timely and appropriate reports to identify necessary actions, and meets regularly with departmental contacts for real-time project updates. This position is expected to work from our Garnet Valley Headquarters 5 days a week.
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:
We are an award-winning provider of systems integration, virtual meetings and webcasting, content creation and event staging solutions designed to foster collaboration, productivity, learning, and business communication. Established in 1994, we have grown every year we have been in existence. We have achieved the Inc5000 eight times in the past nine years. We attribute our growth to our people.
Our success is defined by our clients’ ability to look and sound their very best.
We are an award-winning provider of systems integration, virtual meetings and webcasting, content creation and event staging solutions designed to foster collaboration, productivity, learning, and business communication. Established in 1994, we have grown every year we have been in existence. We have achieved the Inc5000 eight times in the past nine years. We attribute our growth to our people. Our success is defined by our clients’ ability to look and sound their very best.
The Administrative Specialist is responsible for all front and backend processing of accounts receivable and accounts payable, managing operational administrative functions, running standard and ad hoc reports, expense processing, and other related activities. Working closely with the team, you will ensure smooth operations, accurate financial reporting, and efficient processes. Primarily focused on, but not limited to Event Staging, this incumbent ensures the integrity of the information that is processed across multiple systems, runs timely and appropriate reports to identify necessary actions, and meets regularly with departmental contacts for real-time project updates. This position is expected to work from our Garnet Valley Headquarters 5 days a week.
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:
- Reviews and monitor projects and purchase orders in IMS appropriate systems.
- Run weekly and monthly reports to identify status and discrepancies related to invoices and billing, validate the transfer of information across various systems, and ensure appropriate terms and vendor detail is accurate.
- Process customer invoicing in compliance with financial policies and procedures. This includes preparation of customer deposit invoices in advance of shows. Ensure 100% compliance of tracking of all documents.
- Verify discrepancies and resolve billing/invoicing issues.
- Expense, reconciliations, and job status spreadsheets are prepared regularly to show open invoices, obtain receipts, and receivables against open projects.
- Review and process employee corporate card accounts, while adhering to all IMS policies on managing an employee corporate account
- Manage and oversee the updating, requesting, and tracking of all subcontractors' Workers' Compensation (WC) and General Liability (GL) insurance documentation. Maintain accurate records and documentation for all subcontractor insurance certificates and communicate with subcontractors to facilitate timely updates.
- Coordinate revenue data between Quickbooks, Salesforce, Flex and IMR worksheet.
- Administrative filing and processing checks to be mailed.
- Performs other duties and participates in related departmental initiatives as assigned.
- High school diploma or GED required. Associate’s degree in accounting preferred
- Minimum of 2-3 years of Accounts Payable and/or Accounts Receivable experience
- Sound knowledge of MS Office Suite, including Word, Excel, and Outlook
- Experience utilizing accounting software and software-driven MRP and CRM systems Knowledge of Flex software and previous experience with Quickbooks is a plus.
- Excellent verbal and written communication skills to collaborate with both internal employees and external customers and vendors.
- Strong organizational, prioritization and planning skills
- Work skills involving independent judgment and planning, time management, and organizational ability.
- Successful time management and prioritization skills in a demanding environment
- Results oriented with the ability to effectively manage multiple priorities and timelines independently.
- Strong attention to detail and maintains a high level of accuracy and thoroughness.
- An ability to be an effective team player and display initiative.
We are an award-winning provider of systems integration, virtual meetings and webcasting, content creation and event staging solutions designed to foster collaboration, productivity, learning, and business communication. Established in 1994, we have grown every year we have been in existence. We have achieved the Inc5000 eight times in the past nine years. We attribute our growth to our people.
Our success is defined by our clients’ ability to look and sound their very best.
We are an award-winning provider of systems integration, virtual meetings and webcasting, content creation and event staging solutions designed to foster collaboration, productivity, learning, and business communication. Established in 1994, we have grown every year we have been in existence. We have achieved the Inc5000 eight times in the past nine years. We attribute our growth to our people. Our success is defined by our clients’ ability to look and sound their very best.
