JOB OVERVIEW:
The Accounting & Administrative Coordinator is a full-time position responsible for managing the company's day-to-day financial administration while ensuring smooth office operations. This role combines bookkeeping, accounts payable and receivable, administrative coordination, employee support, and office management functions to support the organization’s leadership, staff, clients, and vendors.
RESPONSIBILITIES:
Accounting & Financial Support (40–50%)
· Manage full-cycle accounts payable and accounts receivable, including invoice processing, payments, and collections.
· Partner with Project Managers to prepare, review, and distribute client invoices, ensuring accuracy and timeliness.
· Process bi-weekly payroll.
· Monitor accounts receivable aging and proactively follow up on past-due balances.
· Perform bank, credit card, and account reconciliations.
· Maintain accurate general ledger, accounts payable, and accounts receivable records with proper documentation and audit trails.
· Oversee employee reimbursements, including review, processing, and tracking.
· Ensure accurate sales tax tracking, reporting, and timely filings.
· Oversee day-to-day use of QuickBooks, ensuring proper categorization, job costing, and data integrity.
· Maintain vendor records, W-9s, certificates of insurance, and other required documentation.
· Support external accountants, auditors, and financial partners with required documentation and reporting.
· Maintain financial records and processes in accordance with company policies and accounting best practices.
· Identify and implement process improvements to increase efficiency and financial visibility.
Administrative & Office Support (35-40%)
· Serve as the first point of contact for visitors, clients, suppliers, and vendors.
· Answer and direct telephone calls in a courteous, positive, and professional manner.
· Greet and welcome visitors warmly and professionally.
· Coordinate new project setup, including calendars, schedules, reporting tools, folders, software platforms, and related administrative tasks.
· Prepare documents, correspondence, proposals, and internal communications.
· Assist leadership with special projects and operational tasks.
· Maintain and update company contact databases, ensuring information remains accurate and current.
· Manage office supply and kitchen inventories and place orders as needed.
· Maintain office equipment, supplier relationships, and service providers.
· Ensure conference rooms are clean, organized, and prepared for meetings.
· Maintain a clean, organized, and professional office environment.
· Assist with errands, including mail, deliveries, pickups, and shopping as needed.
· Improve administrative processes and office workflows.
Employee & Culture Support (10-15%)
· Support HR-related administrative tasks, including onboarding paperwork and workspace preparation.
· Track and manage employee PTO records.
· Assist with the planning and execution of company events and employee engagement activities.
· Coordinate staff anniversary, birthday, and recognition programs.
· Oversee company holiday gift programs, including research, ordering, card preparation, and distribution.
· Print post-event thank-you notes, obtain signatures, and coordinate mailing.
· Coordinate assembly-related projects, including gifts, invitations, name tags, and special mailings.
· Print name tags and event materials as needed.
QUALIFICATIONS:
Experience
· 3-5 years of experience in bookkeeping, office administration, accounting support, or a related role.
· Associate degree in accounting, business, or related field preferred
Technical Skills
· Proficient in Microsoft Word, Excel, PowerPoint, Outlook
· Proficient in QuickBooks and Microsoft Office 365.
Core Competencies
· Effective verbal and written communication.
· Delivering high levels of service and customer satisfaction.
· Accurate typing at a minimum of 50 wpm; proficient with calculator, fax machine, and copier.
· Strong attention to detail in tasks such as data entry, filing, and document preparation.
· Ability to multitask effectively and meet deadlines.
· Skilled in problem-solving and analytical thinking.
· Strong organizational skills for maintaining office operations and managing supplies.
· Excellent interpersonal skills for professional and friendly interactions with colleagues, visitors, and vendors.
· Sitting: The office assistant will spend long periods sitting at a desk or computer workstation.
· Standing/Walking: Some tasks may require standing or walking within the office environment.
· Lifting: The ability to lift and move office supplies and materials, typically up to 25 pounds.
· Reaching/Bending: May be required to reach for and handle items, as well as bend or stoop to access files or equipment.
· Vision: Must have clear vision to read documents, use a computer, and navigate the office environment.
· Adaptability: Willingness to adapt to changing priorities and work environments.
· Stress Management: Ability to work effectively under pressure and handle stressful situations with composure.
Pay: $21.50 - $28.00 per hour
Benefits:
- 401(k) matching
- Disability insurance
- Flexible schedule
- Paid time off
Work Location: In person
