Bookkeeper / Operations Coordinator
A local organization is seeking a detail-oriented Bookkeeper / Operations Coordinator to support financial, administrative, and operational needs.
This is a finance-first role. The successful candidate will take primary responsibility for day-to-day bookkeeping, billing, collections, account reconciliations, and financial reporting in QuickBooks. The position also supports service-request coordination, vendor scheduling, facilities-related follow-up, and general office operations.
Hands-on QuickBooks experience is required. Candidates must be comfortable working independently with financial details, maintaining accurate records, identifying discrepancies, and following work through to completion.
Primary Responsibilities
Bookkeeping, Billing, and Financial Reporting
- Maintain accurate, current financial records in QuickBooks.
- Process accounts payable, including entering, coding, reviewing, and paying vendor invoices, utilities, and other obligations.
- Prepare and send invoices for fees, assessments, pass-through charges, and other billable items.
- Record and apply payments; maintain accurate accounts-receivable records; monitor aging reports; and follow up on past-due balances according to established procedures.
- Support billing and collections activities, including sending reminders, documenting communication, and escalating delinquent accounts when appropriate.
- Reconcile multiple bank and credit-card accounts monthly and research and resolve discrepancies.
- Maintain accurate cash balances and supporting financial documentation.
- Prepare monthly, quarterly, and annual financial reports, including Profit and Loss statements, Balance Sheets, budget-to-actual reports, aging reports, and other stakeholder reports as needed.
- Coordinate with an external accountant by providing documentation, responding to questions, supporting reconciliations, and assisting with year-end work.
- Report employee hours for payroll and coordinate payroll-related questions with the accountant.
- Identify unusual variances, errors, or concerns and promptly elevate them to leadership.
- Maintain organized digital and paper files for invoices, bills, bank statements, reconciliations, deposits, and financial reports.
Operations, Vendors, and Service Requests
- Serve as the office-based point of contact for service requests, working with the Office Manager and Maintenance Supervisor to prioritize, schedule, and track work.
- Gather details for incoming requests and perform basic troubleshooting when appropriate before assigning work or dispatching vendors.
- Maintain a master service calendar for recurring work, inspections, preventive maintenance, and scheduled projects.
- Track service requests through completion; confirm work is complete, documentation is attached, and systems are updated before closing requests.
- Coordinate vendors, arrange access, communicate timing, and help ensure work moves forward efficiently.
- Review vendor invoices against approved work and pricing, then route invoices for approval and payment.
- Escalate high-cost, urgent, or unusual issues according to company procedures.
Project and Office Support
- Support facility transitions, site walk-throughs, related checklists, access items, utilities, documentation, and service requests.
- Gather and organize project-related documentation and vendor invoices to support accurate billing and records.
- Provide general office support as needed, including answering phones, greeting visitors, maintaining organized files and shared spaces, assisting with meeting logistics, and completing special projects assigned by the Office Manager.
Required Qualifications
- Substantial hands-on QuickBooks experience is required.
- Ability to independently enter and code transactions, process accounts payable and accounts receivable, pay bills, reconcile multiple bank and credit-card accounts, and generate financial reports.
- Prior bookkeeping experience with responsibility for billing, collections, reconciliations, financial reporting, and organized financial records.
- Strong attention to detail and accuracy in financial documentation, data entry, scheduling, and reporting.
- Strong organizational and follow-through skills, with the ability to manage vendor schedules, service requests, recurring deadlines, and multiple priorities.
- Proficiency with Microsoft Excel and Outlook.
- Professional written and verbal communication skills.
- Dependable, trustworthy, punctual, calm under pressure, and able to work independently in a small-office environment.
- A collaborative, solutions-oriented, no-drama work style.
Preferred Qualifications
- Two or more years of hands-on QuickBooks bookkeeping experience.
- Experience working with an external accountant or auditor.
- Experience in a small-business, professional-services, facilities, or operations-focused setting.
Higher-level accounting oversight, tax filings, and final payroll processing are handled by an external accountant. This position owns the day-to-day bookkeeping, billing, collections, reconciliations, reporting, vendor coordination, and operational follow-through needed to keep the organization running smoothly.
Pay: $19.00 - $25.00 per hour
Benefits:
- Flexible schedule
- Paid sick time
- Paid time off
Work Location: In person
