Temp Accounting/Office Coordinator

Office Coordinator – (Accounting, Administrative & light HR) assignment – Vanguard Resources, Inc., (VRI) El Paso, TX
Vanguard Resources, Inc., (VRI), an Industry-Leading, Facilities Management Company, in business nearly 30 years, (STILL, family owned & operated) is actively searching for a professional, self-motivated, TEMPORARY, Office Coordinator – Accounting to support our maintenance team, within a hospital setting at our client’s site: The Hospitals of Providence, SIERRA Campus, 1625 Medical Center Drive, El Paso, TX 79902.

The ideal applicant is able to focus independently on assigned tasks to meet established deadlines but be able to manage through many consistent interruptions. This is a fast-paced setting. This role handles many different types of tasks. Many duties of this role are accounting-related, however, other Administrative (& minimal HR) support responsibilities are required.

IMPORTANT: this is truly a TEMPORARY assignment, filling in while position is temporarily vacant.  Starting hourly rate is $18 - $20, but could vary based on skills and experience. Typically a 40-hour work week; with normal business hours, (8 A – 5 P), hours could vary depending on work load. At this time, the duration of this assignment is unknown. Standard benefits (medical/dental/vision, etc.) are NOT offered with this temporary assignment. This assignment is within a Healthcare environment, thus particular Health screens & vaccinations may be required. 

General Job Summary:

The Office Coordinator – Accounting position supports the maintenance department within a hospital-environment, with daily responsibilities for site Accounting functions, routine payroll processing (for very small team), and providing administrative support to department and site leadership. Time management, attention to detail, accuracy, consistency and follow-up in all aspects of this role is critical for success.

Training & strong support for this role is provided from the Corporate Office Team, yet will work very closely with Maintenance Department Director & team to ensure smooth operations.

Facilitates Departments Accounting, Administrative & HR processes; acts as liaison with Corporate office - essential duties as follows, but not limited to the following:

Accounting (70%)

• Billing/invoicing/PO processing that must be accurate and up to date at all times
  • Data-entry, tracking, & follow-up of high volume of invoicing on all daily       facility/department expenditures; accounts payables and purchase order processing
  • Financial/Contract interpretation
  • Equipment & parts ordering
  • Expense reconciliation/coding
  • Timely processing of any dept payments & adjustments
  • Periodic accounting system reporting, as needed
  • Ordering of facility merchandise, if needed

Human Resources (10%) – very minimal:

Must be able to prioritize work to meet Payroll processing deadlines.

• Facilitating Payroll/Employee updates & payroll processes for department(s)
  • Correcting timecard/punch errors
  • Pulling Payroll Reports
  • Document miscellaneous employee payroll-related transactions & update system accordingly
• Assisting with employee benefit plans, when needed (not on a consistent basis)
  • Will learn benefit plan(s) so one may attempt to resolve benefits-related problems onsite; assist employee with benefit enrollment process
• HR day to day activities – very minimal:
  • Assists with any employee relations/investigations/counseling/disciplinary action/termination processes for dept
  • Safety champion for department; reports injuries to corporate office in timely manner; assists in back-to-work process; is liaison with Corporate & injured employee
• The Office Coordinator will also perform tasks as assigned/required by VRI corporate      office. The Coordinator is an extension of these departments and will be      the liaison between team and corporate office on all relevant matters.

Operations/Administrative/Client-Relations (20%):

• Assist with work/job order processes & work order system reporting, if needed
• Creates periodic monthly reports for site leadership & client as needed
• Must be able to collect data from multiple sources, and compile/consolidate as needed
• Right-hand to the Facilities Director
• Ensures that all contract & compliance files are maintained properly
• Coordination of events and meetings, and orders supplies, parts, etc.
• All other duties and projects as assigned by management – VRI or Client.

EOE: Vanguard Resources is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, national origin, disability, gender identity, sexual orientation or protected veteran status.

 * Previous experience in a manufacturing, maintenance, mechanical, or electrical environment is a plus; HELPFUL to have experience in Payroll systems, and experience working in an Accounting system is required!

• High School diploma or GED equivalent required
• IMPORTANT: must successfully pass a comprehensive criminal background check & drug screening, and required health screenings (mandated by hospital)
• Administrative skills testing required; ability to type minimum 40 w/p/m required
• Minimum 2 +years’ experience with in accounting systems preferred
• Proficiency in MS Office Suite required

TO BE SUCCESSFUL IN THIS ROLE, THE FOLLOWING ATRIBUTES ARE CRITICAL: 

• Excellent written/verbal communication skills
• Strong organizational skills
• Confident yet helpful, pleasant disposition is a MUST
• Ability to closely follow procedures, documented processes & operating procedures are necessary
• Attention to detail, constant follow-up, ability to meet deadlines is a MUST for this role
• Ability to work efficiently in a fast-paced environment is critical; a self-starter is successful in this role
• Excellent time management skills & ability to multi-task and prioritize work with ability to juggle routine interruptions