Position Summary
Meach Cove Farms is seeking a highly organized, detail-oriented Accounting & Administrative Coordinator to support the financial and administrative operations of Meach Cove Farms and associated entities.
This position works in a professional office environment that supports agricultural, private estate, renewable energy, and nonprofit operations. The role requires regular interaction with employees, tenants, contractors, vendors, and visitors. The Accounting & Administrative Coordinator plays a critical role in maintaining accurate financial records, processing accounts payable and receivable, assisting with payroll administration, supporting tenant and vendor communications, and ensuring the smooth day-to-day operation of the office.
A successful candidate will possess strong bookkeeping skills, excellent organizational abilities, discretion with confidential information, and the ability to manage multiple priorities in a small office environment. This position works under the direction of the Meach Cove Farms Office Manager and collaborates closely with the Property Managers.
Essential Duties and Responsibilities
Accounting and Bookkeeping
- Process accounts payable, including invoice verification, coding, filing, and payment preparation.
- Manage accounts receivable, including tenant rent billing, event invoices, and bank deposits.
- Maintain accurate financial records for multiple entities.
- Reconcile monthly bank and investment accounts.
- Assist with payroll processing, including payroll preparation, year-end payroll activities, and W-2 distribution.
- Arrange and process accounts receivable and payables.
- Process quarterly water, sewer, and stormwater fee billings.
- Assist with year-end accounting procedures, including adjusting journal entries and preparation of records for accountants.
- Maintain organized accounting files and records.
- Coordinate financial information and documentation with external accountants and financial advisors.
Office Administration
- Serve as a primary point of contact for incoming phone calls, emails, mail, visitors, tenants, vendors, and contractors.
- Maintain office filing systems, records, and administrative procedures.
- Order and maintain office supplies and equipment.
- Manage incoming and outgoing mail, including occasional shipping and delivery coordination.
- Maintain calendars and schedules related to property maintenance, inspections, and operational activities.
- Assist with office organization and administrative projects.
Property and Tenant Support
- Coordinate maintenance appointments and inspections with tenants and service providers.
- Assist with annual property inspections and compliance-related activities.
- Support landlord and tenant communication and recordkeeping/documentation requirements.
- Assist with scheduling maintenance and operational activities for farm, office, and rental properties.
Employee Benefits and Administrative Support
- Administer employee health reimbursement requests and related documentation.
- Assist with year-end payroll and PTO record preparation.
- Provide administrative support to management, staff, and trustees as needed.
- Assist with maintaining confidential employee, tenant, and organizational records.
- Assist with maintaining 401k plan.
Visitor and Program Administration
- Manage the Meach Cove Farms Visitor Registration Program, including processing walking pass permissions, maintaining participant records, and issuing registration materials.
Qualifications
Education
- Degree in Accounting, Business Administration, Office Administration, or related field preferred (or equivalent combination of skills and experience).
Experience
- Minimum two years of bookkeeping, accounting, or office administration experience.
- Experience with accounts payable, accounts receivable, bank reconciliations, financial recordkeeping, and administering employee benefits.
- Experience working in a professional office environment.
- Experience coordinating multiple tasks and priorities with strong attention to detail.
Skills and Abilities
- Strong bookkeeping, accounting, and financial recordkeeping skills.
- Excellent organizational, time-management, and prioritization abilities.
- Ability to handle confidential information with discretion.
- Strong written, verbal, and interpersonal communication skills.
- Proficiency with Microsoft Office Suite, particularly Excel, Word, and Outlook.
- Ability to learn and effectively utilize accounting and office management software systems.
- Ability to work independently while collaborating effectively with staff, tenants, vendors, and professional advisors.
- Ability to thrive in a dynamic, multi-use office environment with frequent interruptions, phone calls, visitors, and competing priorities.
- Strong problem-solving skills and attention to detail.
- Demonstrated ability to manage multiple projects and deadlines while maintaining a high level of accuracy and professionalism.
Software Experience Preferred (comfort using similar software required with demonstrated ability to learn the following software systems)
- Sage 50 Accounting or comparable accounting software
- Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
- SharePoint
- Adobe Acrobat
- Payroll software (ADP preferred)
- General office technology and cloud-based systems
Physical Requirements
- Ability to sit, stand, walk, and work at a computer for extended periods.
- Ability to lift office supplies and packages up to 25 pounds.
- Ability to travel locally for bank deposits and errands as needed.
Benefits
- Medical insurance
- 401(k) retirement plan
- Short- and long-term disability
- Paid time off
- Employee paid dental insurance group plan
Pay: $26.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Disability insurance
- Health insurance
- Paid time off
Work Location: In person
