NOTE: While this role is remote, we are only accepting applicants from Southeast Pennsylvania residents because weekly trips to a Willow Grove, PA PO Box is required, and there will be occasional in-person meetings in the Greater Philadelphia area.
About this job
This is not an entry-level bookkeeping or general admin role. We’re looking for someone with real capability—someone who brings experience, takes full ownership of their responsibilities, and wants to be part of a tight-knit, collaborative team. If you take pride in keeping operations running smoothly, improving how work gets done, and making a meaningful impact behind the scenes, this could be a great fit.
This is a hands-on, high-responsibility role for someone who is proactive, detail-oriented, and deeply invested in helping our business run at its best. It’s not about checking boxes. You’ll be a key contributor to our bookkeeping and administrative operations, working closely with leadership and playing a direct role in our continued success.
About Us
Universal Hotel Supply has been a leading distributor of hospitality supplies since 1996. We take pride in going above and beyond for our clients, which include hotels, spas, vacation rentals, and more throughout the U.S., Canada, and the Caribbean.
We operate in a warm, team-oriented environment that expects professionalism, accountability, and performance excellence.
Universal Hotel Supply is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive workplace.
Key Responsibilities
Accounts Receivable
- Review and record customer payments (ACH, check, credit card)
- Deposit customer checks
- Process credits, refunds
- Oversee customer statements and collections
Accounts Payable
- Enter vendor bills and process AP payments (ACH, check, credit card)
- Record AP payments
- Process credits, refunds
- Manage billing inquiries
Reconciliations
- Perform credit card account reconciliations
- Assist with bank reconciliations
Sales Tax
- Process sales tax payables
- Maintain good standing and up-to-date sales tax rates
- Lead new sales tax registrations
Payroll & Benefits
- Payroll oversight and main point of contact
- Submit commissions and employee reimbursements
- Benefits admin
- New employee onboarding
Administrative & Documentation Management
- Manage licensing renewals, certifications, and vendor or credit applications
- Maintain key company records such as vendor tax exemption certificates and sales tax status
Qualifications & Skills
- Significant experience with enterprise software such as Acumatica, NetSuite, Microsoft Dynamics, or Sage
- Strong understanding of accounts payable, accounts receivable, and reconciliations
- Experience in distribution, wholesale, or a similar industry with transferable skills
- Moderate proficiency in Microsoft Excel
- Highly organized, detail-oriented, and capable of working independently
- Capable of owning bookkeeping responsibility with accuracy and competence
Benefits & Work Environment
- Paid Time Off (PTO)
- Paid Holidays
- Health Insurance
- IRA Retirement Contribution
Work Hours
· Full-time, Monday-Friday EST
· M-Th: 8:30 AM - 4:30 PM, F: 8:00 AM - 4:00 PM
Job Type: Full-time
Pay: $70,000.00 - $80,000.00 per year
Benefits:
- Health insurance
- Paid time off
- Retirement plan
Schedule:
Application Question(s):
- Please describe your skills and experience that qualify you for this job.
- What specifically interests you about this job?
- Which business software have you worked in? NetSuite, Acumatica, Microsoft Dynamics, Sage Quickbooks, or other (please list)
- What is your experience with business licenses, registrations, certifications, applications?
- Describe your interest in process optimization.
- Do you have experience working with CPA?
- Which of these do you have experience: payroll admin, onboarding, sales tax, reconciliation, collections
- In Excel, can you perform vlookups, pivot tables, and basic data formatting?
- Do you have experience with multistate operations? (Not required)
- Can you make the weekly trip to our Willow Grove, PA P.O. Box? Roundtrip time would need to be an hour max.
Location:
Work Location: Remote
