Office Coordinator

PGH Wong Engineering, Inc. has a proud and lengthy history of delivering innovative, challenging, and complex projects. PGH Wong was established in 1985 on its extraordinary foundation in systems engineering and is now a full-service engineering, architecture, construction management, and program/project management consulting firm for public and private entities across the nation.

The Office Coordinator is responsible for assisting in the daily operations of the office, ensuring efficient administrative support and smooth functioning of office tasks. Additionally, this role manages the accounts payable process, including invoice processing, payment tracking, and vendor communication, while maintaining accurate financial records.

This is a part-time position (24 hours a week); there is potential for this to convert into a full-time role in the future.

Key Responsibilities:

Office Management Support:

• Assist the Office Manager in overseeing daily office operations and administrative tasks.

• Maintain office supplies inventory and coordinate orders as needed.

• Coordinate office activities, meetings, and events.

• Manage communications such as emails, phone calls, and correspondence.

• Ensure office equipment (printers, phones, computers) is functioning properly, scheduling maintenance as required.

• Oversee filing systems (digital and physical) to ensure they are organized and secure.

Accounts Payable Duties:

• Review, verify, and process invoices for payment in an accurate and timely manner.

• Match purchase orders, receipts, and invoices to ensure consistency and compliance.

• Manage payment schedules and ensure timely payments to vendors.

• Reconcile vendor statements and resolve discrepancies promptly.

• Prepare accounts payable reports and assist with month-end financial close procedures.

• Maintain and update vendor records in the accounting system.

• Coordinate with vendors and internal departments to resolve payment or invoice issues.

Skills & Qualifications:

• Strong knowledge of office management practices and procedures.

• Familiarity with accounts payable processes and financial documentation.

• Proficiency in accounting software (e.g., QuickBooks, SAP, or similar).

• Excellent organizational and time-management skills.

• Strong attention to detail and accuracy in data entry and record-keeping.

• Effective verbal and written communication skills.

• Ability to multitask and handle sensitive information with confidentiality.

Requirements:

• Education: High school diploma or GED required; Associates or Bachelors degree in business administration, accounting, or related field preferred.

• Experience: 2 years of experience in office administration and/or accounts payable.

• Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and accounting software.

• Ability to work in our San Francisco office, Tuesday through Thursday.

We are an equal opportunity employer, dedicated to a policy of non-discrimination in employment on any basis including race, color, sex, gender, age, disability, religion, national origin, political belief, veteran status, sexual orientation, gender identity, domestic partner status, marital status, disability, weight, height, or AIDS/HIV status.