Project & Accounts Administrator
Accounting, Project Management, Purchasing & Customer Support
Position Summary
IMS Group USA is seeking a detail-oriented Project & Accounts Administrator to support our accounting, purchasing, customer service, and project coordination functions.
This role is ideal for someone with strong QuickBooks experience who enjoys balancing accounting responsibilities with customer support and operational coordination. The Project & Accounts Administrator will play a critical role in managing financial transactions, purchasing activities, customer orders, and administrative processes while serving as a key liaison between customers, vendors, sales, and service.
The ideal candidate is highly organized, comfortable working with numbers, able to learn technical products quickly, and capable of working independently in a fast-paced environment. This individual will follow established processes while identifying opportunities to improve efficiency and accuracy across the business.
Key Responsibilities
Accounting & Financial Administration
- Manage daily accounting activities using QuickBooks, including estimates, sales orders, purchase orders, invoices, vendor bills, and customer payments.
- Process invoices, reconcile purchase orders and vendor costs, track project expenses, and maintain accurate financial records.
- Assist with cost tracking, job profitability, account reconciliation, and other accounting-related administrative tasks.
Purchasing & Order Management
- Source parts and materials, obtain vendor pricing, and create purchase orders.
- Monitor vendor lead times, shipments, and order status while maintaining accurate purchasing records.
- Support spare parts sales by preparing quotes and processing customer orders.
- Coordinate purchasing activities to ensure timely delivery for customer projects and service needs.
Customer & Project Support
- Coordinate customer orders, service requests, and project activities from quote through completion.
- Prepare customer proposals, quotations, and supporting documentation.
- Serve as a primary point of contact for customers, vendors, technicians, and internal teams.
- Provide a professional front-office presence by coordinating customer visits, supporting showroom activities, and assisting with general office operations.
Process Improvement & Team Support
- Follow and improve standard operating procedures (SOPs) related to accounting, purchasing, and order management.
- Learn technical products and internal systems to better support customers and the sales team.
- Take ownership of tasks, solve problems proactively, and manage multiple priorities with minimal supervision.
- Support a collaborative team environment while helping improve operational efficiency.
Required Qualifications
- 2+ years of hands-on QuickBooks experience, including estimates, purchase orders, invoicing, vendor bills, and customer payments.
- 2+ years of experience in accounting support, bookkeeping, purchasing, customer service, project coordination, or administrative support.
- Strong understanding of accounting processes, including accounts payable, accounts receivable, purchase orders, invoices, and cost tracking.
- Proficiency in Microsoft Excel, including sorting, filtering, and basic functions.
- Experience using CRM, ERP, or order management systems.
- Strong attention to detail with excellent organizational and time management skills.
- Ability to learn new software platforms and technical processes quickly.
- Excellent written and verbal communication skills.
- Ability to work independently and manage multiple priorities in a fast-paced environment.
Preferred Qualifications
- Experience in industrial equipment, manufacturing, distribution, automation, or a technical service environment.
- Experience with purchasing, vendor management, and inventory coordination.
- Experience preparing customer quotations and proposals.
- Familiarity with project costing, job profitability, and financial reporting.
- Experience creating or improving standard operating procedures.
Characteristics of a Successful Candidate
The successful candidate will be:
- A hands-on, resourceful go-getter who takes ownership of their work.
- Highly detail-oriented with a passion for accuracy in financial and administrative processes.
- Comfortable balancing accounting responsibilities with customer service and operational support.
- Able to learn technical products and complex processes quickly.
- Organized, dependable, and capable of working independently with minimal supervision.
- Proactive in identifying problems, improving processes, and following through on commitments.
Work Environment
This position works closely with accounting, sales, service, engineering, customers, vendors, and equipment manufacturers. The role is primarily office-based and includes regular use of QuickBooks and other business systems to support financial operations, purchasing, and customer projects.
While the Project & Accounts Administrator may occasionally greet visitors and coordinate showroom activities, the primary focus of this position is accounting administration, QuickBooks management, purchasing, project management, and supporting the operational success of the business.
Pay: $62,000.00 - $67,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Flexible schedule
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Vision insurance
Work Location: In person
