Accounting & Administrative Coordinator

Accounting & Administrative Coordinator

Location: Pasadena, Texas
Position Type: Full-Time, Hourly, In-Office

Position Summary

Nexus Integrity Management is seeking a highly organized and detail-oriented Accounting Administrative Coordinator to support daily accounting functions and general office operations. This role is responsible for ensuring the smooth day-to-day administrative workflow of the office while providing essential support for accounts payable, accounts receivable, invoicing, customer service, and general administrative tasks.

The ideal candidate is dependable, professional, customer-focused, and comfortable balancing accounting responsibilities with office management and administrative support in a fast-paced environment.

Essential Duties & Responsibilities

Accounting Support

Prepare and process customer invoices accurately and in a timely manner

Manage accounts receivable, including payment tracking, follow-up on outstanding balances, and customer payment communications

Process accounts payable, including entering vendor invoices, verifying accuracy, and coordinating payment processing

Maintain accurate accounting records and supporting documentation

Assist with QuickBooks data entry, account reconciliation support, and general bookkeeping functions

Coordinate with internal leadership and external accounting partners as needed

Organize and maintain financial files and documentation

Administrative & Office Support

Answer incoming phone calls professionally and direct inquiries appropriately

Provide excellent customer service to clients, vendors, and internal team members

Manage incoming and outgoing mail, shipping, and package distribution

Perform data entry and maintain organized electronic and physical filing systems

Order and maintain office supplies and support general office organization

Assist with document preparation, scanning, filing, and record retention

Support administrative projects and reporting as assigned

Serve as a general administrative resource for office and operational support needs

Handle miscellaneous administrative tasks and special projects as needed

Qualifications

2+ years of administrative, accounting support, bookkeeping, or office coordination experience preferred

Experience with QuickBooks required

Strong understanding of accounts payable, accounts receivable, invoicing, and general office procedures

Proficiency in Microsoft Office Suite, including Outlook, Excel, and Word

Strong organizational skills with exceptional attention to detail

Ability to prioritize tasks, manage multiple responsibilities, and meet deadlines

Professional communication skills, both written and verbal

Strong customer service mindset and problem-solving abilities

Ability to maintain confidentiality and handle sensitive information with discretion

Self-motivated, dependable, and adaptable in a dynamic work environment

Physical Requirements

Prolonged periods of sitting at a desk and working on a computer

Ability to communicate effectively by phone and in person

Ability to occasionally lift and move office materials or packages up to 25 pounds

Ability to perform routine office tasks including filing, scanning, and document handling

Work Environment

This position is based full-time in Nexus’ Pasadena, Texas office. This is an in-office role requiring regular attendance during standard business hours.