Finance Operations Coordinator
Reset Restoration Services — Tulsa, OK
Reset Restoration Services is a growing restoration and reconstruction company based in Tulsa, Oklahoma. We help property owners recover from water damage, fire damage, mold issues, contents losses, cleaning projects, and reconstruction needs.
We are hiring a Finance Operations Coordinator to help strengthen the connection between our production team, vendors, customers, and accounting support.
This is not a traditional accounting-only role, and it is not a basic administrative position. This person will serve as a key internal control point for AP, AR support, vendor invoices, job-cost documentation, payroll inputs, time cards, job closeout readiness, and communication between production and accounting.
Why This Role Matters
In our business, financial accuracy starts before month-end accounting. It starts when vendor bills come in, labor is posted, time cards are reviewed, job costs are coded, payments are matched, and jobs are ready to close.
The Finance Operations Coordinator helps keep that daily flow organized, accurate, and moving.
The right person will be highly organized, detail-oriented, comfortable with deadlines, and able to follow up with busy people to get missing or incorrect information corrected.
Key Responsibilities
Accounts Payable / Vendor Invoice Coordination
- Monitor and manage vendor invoice intake daily.
- Review incoming bills for vendor name, invoice number, amount, date, due date, job reference, and duplicate risk.
- Route job-related invoices to the correct internal team member for review and approval.
- Track invoice status from receipt through approval, entry, payment, and reconciliation support.
- Communicate with vendors regarding missing information, invoice status, and payment process questions.
- Help enforce company AP procedures so invoices are not lost in personal emails, paper piles, or informal handoffs.
Production Accounting / Job Cost Support
- Help keep job-cost information accurate and visible in company systems.
- Support proper routing and coding of job-related costs.
- Coordinate with production, project managers, team coordinators, and accounting support to resolve missing or incorrect job information.
- Track items that affect job cost accuracy, including labor, materials, subcontractor invoices, work orders, and closeout documentation.
- Help identify jobs that are production-complete but not financially ready to close.
Accounts Receivable / Payment Support
- Assist with customer payment tracking and internal communication around received payments.
- Help match payments to the correct customer, job, or invoice.
- Flag unapplied payments, unclear deposits, payment discrepancies, or collection-related issues.
- Support leadership and accounting partners with AR aging, payment status, and cash conversion visibility.
Payroll Input and Time Card Support
- Track time card submission status and follow up on missing or incomplete time cards.
- Identify missing job codes, incomplete entries, unusual hours, or incentive-related issues.
- Coordinate corrections with production staff before payroll deadlines.
- Prepare clean payroll input information for the appropriate payroll/accounting resource.
Job Closeout Support
- Maintain a closeout readiness tracker for completed or near-complete jobs.
- Coordinate with production, accounting support, and leadership to identify closeout blockers.
- Track missing labor, materials, subcontractor invoices, change orders, closeout documentation, payment issues, and production closeout items.
- Help prepare jobs for accounting review and WIP/deferred revenue review.
- Escalate jobs stuck in closeout due to AR, lien, collection, documentation, or production issues.
Outside Accounting Support
- Serve as an internal point of coordination for outside accounting and CFO/controller support.
- Provide requested documentation, invoice detail, job information, payment support, and process clarification.
- Help ensure outside accounting receives clean and complete information.
- Track open accounting questions and coordinate internal responses.
What This Role Owns
This role owns the daily internal flow of finance operations information, including:
- AP intake coordination
- Vendor invoice routing
- Subcontractor invoice tracking
- Job-cost support
- Payment documentation support
- Time card and payroll input follow-up
- Closeout readiness tracking
- Production/accounting handoff support
- Exception tracking
- Vendor communication
- Documentation and process discipline
What This Role Does Not Own
This role is not expected to independently own:
- Bank reconciliations
- Credit card reconciliations
- Payroll journal entries
- Payroll clearing account reconciliation
- Final financial statements
- Balance sheet review
- Tax filings
- Controller-level accounting decisions
- Final WIP/deferred revenue accounting decisions
- Leadership-level write-off, lien, or collection decisions
Those items are handled by outside accounting support, CFO/controller-level oversight, CPA/tax advisors, and company leadership.
The Right Fit
The right person for this role is not just someone who can enter data. We need someone who can create order, follow through, and help hold the process together.
You may be a strong fit if you are:
- Highly organized
- Detail-oriented
- Process-driven
- Comfortable with deadlines
- Comfortable working with numbers and documents
- Good at following up without being reminded
- Comfortable asking questions
- Able to push back respectfully when something is incomplete or incorrect
- Calm under pressure
- Trustworthy with sensitive information
- Comfortable communicating with production staff, vendors, office staff, accounting partners, and leadership
This role requires someone with backbone. There will be times when you need to say, “This is incomplete,” “This needs to be corrected,” or “We cannot move this forward until the missing information is provided.”
Required Qualifications
- Experience in AP, AR, bookkeeping, finance administration, job costing, construction administration, project coordination, or a similar role
- Strong organizational and follow-up skills
- Strong attention to detail
- Comfortable using software systems, spreadsheets, email, and digital workflows
- Ability to communicate clearly with internal teams and outside vendors
- Ability to manage deadlines and competing priorities
- Ability to protect confidential financial and employee information
- Willingness to follow process and escalate issues instead of guessing
Preferred Qualifications
- Experience in construction, restoration, trades, project-based businesses, or job-costing environments
- Experience with vendor bills, subcontractor invoices, customer payments, work orders, payroll support, or job closeout
- Experience with PSA, Proven Jobs, Proven Accounting, Bill.com, QuickBooks, Rippling, or similar systems
- Experience working with outside accountants, bookkeepers, or controller-level support
- Familiarity with AP approval workflows and digital document tracking
Success in This Role Looks Like
- Vendor bills and subcontractor invoices are routed correctly
- Duplicate invoice risks are caught early
- Production and accounting have better visibility into job costs
- Time card and payroll input issues are reduced
- Jobs move more smoothly from production completion to financial closeout
- Outside accounting receives cleaner information
- Leadership has fewer surprises
- Vendors receive clearer communication
- Stuck items are tracked and escalated
- The company becomes less dependent on one person’s memory and more dependent on clear process
Schedule
Full-time, in-office position in Tulsa, Oklahoma.
Compensation
$60,000–$75,000 annually, depending on experience and fit.
How to Apply
Please submit your resume and a brief note explaining your experience with AP, AR, bookkeeping, job costing, construction administration, project accounting, or finance operations.
Qualified candidates should be prepared to discuss examples of how they have managed details, followed up on missing information, improved a process, or helped keep financial/admin work organized in a busy company.
Pay: $60,000.00 - $75,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Work Location: In person
