Office Administrator & Accounting Coordinator

Position Summary

We are seeking a detail-oriented and organized professional to support our growing operations at TopVolt Solar. This role is a hybrid of office administration and foundational accounting support. You will be the "boots on the ground" ensuring that our field data—from installer time tracking to vendor invoices—is accurately captured and processed in our financial systems.

Key Responsibilities

1. Accounting Support (AR/AP)

- Process accounts payable (AP) by entering vendor invoices and ensuring proper coding for project-based accounting.

- Assist with accounts receivable (AR) by generating customer invoices and tracking aging reports to ensure timely collections.

- Perform daily data entry for bank and credit card transactions within QuickBooks Online (QBO).

- Maintain "audit-ready" documentation for all financial transactions in coordination with our Controllership team.

2. Timekeeping & Field Coordination

- Manage daily time record keeping for installers and field crews.

- Audit time logs against our centralized installer deployment spreadsheets to ensure labor is allocated to the correct projects.

- Liaise with field leadership to resolve discrepancies in time tracking or job placement.

3. Office Administration & Documentation

- Maintain organized digital filing systems for multi-entity operations.

- Support the issuance of Work Orders and ensure they are matched with corresponding Bill Rate contracts.

- Assist with administrative tasks related to multi-state licensing and contractor compliance in states like Arkansas and South Carolina.

Required Qualifications

- Experience: 3+ years in a professional office environment, ideally within construction or trade services.

- Software Proficiency: Hands-on experience with QuickBooks Online (QBO) is required. Experience with NetSuite or Sage is a significant plus.

- Tech Savvy: Proficient in the Apple ecosystem (Mac, iPad) and advanced knowledge of Google Sheets or Microsoft Excel.

- Attention to Detail: Ability to spot discrepancies in labor logs and maintain accuracy in a fast-paced environment.

Why Join TopVolt?

You will be joining at a significant inflection point. This role offers the opportunity to work alongside executive leadership to help build a scalable financial foundation as we move toward a projected 10x increase in revenue.

Pay: $25.00 - $30.00 per hour

Benefits:

- 401(k)

- Dental insurance

- Health insurance

- Paid time off

Work Location: In person