Overview
The Finance & Business Administration Coordinator plays a critical role in supporting the company’s financial operations, customer account administration, procurement processes, and vendor management activities. This position serves as a key liaison between customers, vendors, sales, and accounting, ensuring accurate billing, timely collections, efficient procurement, and compliance with financial and regulatory requirements.
The ideal candidate is highly organized, detail-oriented, and comfortable managing multiple operational and financial workflows while maintaining excellent customer service.
Role and Responsibilities:
Customer Account Administration
- Manage customer portal administration, including user access control, account settings, and auto-pay configurations.
- Respond to customer inquiries related to billing, account setup, and payment processing.
- Serve as a point of contact for customer-facing administrative and financial requests.
Billing & Accounts Receivable
- Monitor and manage the accounting mailbox, responding to billing and payment inquiries.
- Generate monthly recurring invoices and daily invoices for project-based and ad hoc services.
- Process invoice adjustments, corrections, and account updates as needed.
- Perform quality assurance reviews to ensure billing accuracy and completeness.
- Reconcile customer budgets and accounts receivable balances.
- Support collections activities and follow up on outstanding invoices.
- Maintain accurate customer financial records within QuickBooks Online.
Accounting & Bookkeeping
- Perform basic bookkeeping functions in QuickBooks Online.
- Process and record daily bank deposits.
- Complete daily bank reconciliations and account matching activities.
- Maintain financial records and ensure data accuracy across accounting systems.
- Assist with month-end financial close activities as assigned.
Procurement & Sales Operations
- Manage post-sales operational processes to ensure orders are properly processed, procured, received, delivered, invoiced, and paid.
- Coordinate with internal teams to ensure accurate order fulfillment and billing.
- Review procurement data to ensure pricing, costs, and margins are accurate.
- Research and source competitive vendor pricing to optimize company profitability.
- Track procurement activities and maintain accurate purchasing records.
Vendor Management & Accounts Payable
- Manage vendor relationships related to tax documentation, exemptions, and compliance requirements.
- Review and reconcile vendor invoices for accuracy prior to payment.
- Perform accounts payable data entry and record maintenance.
- Maintain vendor records and supporting documentation.
- Prepare and manage sales tax support documentation.
- Coordinate annual 1099 vendor reporting and related compliance activities.
Compliance & Administrative Support
- Assist with business license applications, renewals, and compliance documentation.
- Maintain organized financial and procurement records.
- Support audits and compliance reviews by providing requested documentation.
Pay: $50,000.00 - $60,000.00 per year
Work Location: In person
