Job Title: Accounting and Finance Coordinator
Location: Brooklyn, NY (In-office 4 days/week)
Salary: $70,000 – $85,000 per year
Role Overview
The Accounting and Finance Coordinator provides operational and administrative support across payroll onboarding, expense management, project setup and closeout, and bookkeeping. This role partners closely with the Accounting and Project Management teams to ensure accurate tracking, timely onboarding and offboarding, and smooth day-to-day project support. This is a hands-on support role reporting to the Controller, ideal for someone organized, detail-oriented, and comfortable working across finance, operations, and administrative functions.
Key Responsibilities
Payroll & Onboarding Support
- Ensure all payroll and onboarding paperwork is completed accurately and submitted on time
- Onboard individuals to payroll platform
- Identify employees who will be driving company vehicles and coordinate Motor Vehicle Record (MVR) requirements; track individuals on insurance
- Communicate pay rates and expected payroll dates to staff based on role and project schedule
Ramp & Project Spend Administration
- Triage, categorize, and route bills to the appropriate approvers
- Identify and follow up on outstanding expenses for compliance
- Organize and upload finance reviews from service to translate into Ramp
- Assist with creation and management of Ramp spend cards, including creating and tracking contracts, tracking fund allocation on a per-project basis, creating spend programs and budgets, offboarding cards and reallocating unused funds, and ensuring proper expense coding with safeguards
Expense Management
- Allocate toll charges to projects based on project calendars and pass usage
- Track, review, and triage toll invoices received via mail
- Ensure all project expenses are properly documented and reconciled
Project Folder Management
- Create project folders and assign appropriate team access
- Maintain organization and archive completed project folders
Project Closeout Support
- Assist with administrative closeout tasks for completed projects
- Offboard contractors, including application and project folder access
- Assist with closing project profitability reports and updating team dashboards
- Coordinate removal of employees from auto insurance coverage as needed
Contracts & Freelancer Administration
- Assist with creation and tracking of contracts for freelancers and vehicle rentals
- Track invoices and ensure correct project allocation
- Collect and organize Certificates of Insurance (COIs) and other required freelancer documentation
- Track contract lengths, including weekly contracts
- Assist with time tracking and timesheet collection for freelance hires
Monday.com & Accounting Support
- Support accounting-related tasks within Monday.com, including tracking accounting functions for new deals and managing project calendars and onboarding workflows
QuickBooks Online & Bookkeeping Support
- Assist the Controller with day-to-day bookkeeping in QuickBooks Online
- Enter and reconcile transactions, maintain chart of accounts, and ensure proper classification
- Prepare and maintain supporting documentation for monthly reporting
- Assist with month-end close and basic financial reporting tasks
- Ensure accurate, organized, and up-to-date financial records for decision-making
General Administrative Duties
- Answer and route incoming phone calls
- Retrieve and triage incoming mail
- Support other finance and operations tasks as needed
What We’re Looking For
- Strong organizational skills and attention to detail
- Ability to manage multiple projects and deadlines simultaneously
- Comfortable working with financial documents, invoices, and contracts
- Proficiency with QuickBooks Online, Monday.com, and Ramp
- Clear written and verbal communication skills
- Ability to handle sensitive and confidential information
- Previous experience in bookkeeping, finance, or administrative support
Why Join Promobile
- Work with global brands on high-profile national campaigns.
- Be part of a tight-knit, entrepreneurial team with big growth ahead.
- Have ownership and impact — your reporting drives company profit-sharing and decision-making.
- Modern Brooklyn Navy Yard HQ with waterfront views, gym access, and top-notch team culture.
Job Type: Full-time
Pay: $70,000.00 - $85,000.00 per year
Benefits:
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off
Work Location: In person
