Administrative Coordinator
We’re looking for a highly organized and motivated Administrative Coordinator to join our team. This role will focus on key administrative functions, particularly working along with accounts payable and receivable, while supporting various departments to streamline processes and improve workflows. You’ll report directly to the Administrative Manager and work to ensure operations run smoothly and efficiently.
Key Responsibilities:
-
Vendor & Financial Management:
-
Oversee accounts payable for vendors, maintaining strong relationships and resolving issues.
-
Process invoices, ensure accuracy, and manage payment terms.
-
Monitor tax liabilities and ensure timely payments in compliance with regulations.
-
Track company credit card expenses and assist with business expense policies.
-
Accounts Payable & Receivable:
-
Code and enter invoices into QuickBooks, ensuring proper allocation and following approval workflows.
-
Reconcile vendor statements and bank accounts monthly.
-
Assist with collections and resolve invoice discrepancies.
-
Reporting & Analysis:
-
Generate and analyze regular financial reports related to accounts payable/receivable.
-
Provide insights to supervisors regarding trends, cash flow, and outstanding liabilities.
-
Process Improvement & Compliance:
-
Identify opportunities for process improvements in financial operations.
-
Ensure compliance with financial regulations and company policies.
-
Training & Cross-Departmental Collaboration:
-
Lead training sessions for junior staff, with a focus on accounts payable and receivable processes.
-
Collaborate with other departments to ensure smooth financial operations and data accuracy.
-
Backup & Leadership Support:
-
Provide backup support during critical financial periods (month-end, quarter-end, year-end).
Qualifications:
-
Experience: 2+ years in administrative coordination, office management, or a similar role, with experience in accounts payable/receivable.
-
Education: Associate or bachelor’s degree in business administration, Accounting, or related field preferred.
-
Skills:
-
Bilingual in English and Spanish
-
Strong proficiency in Microsoft Office Suite (Excel, Word, PowerPoint).
-
Hands-on experience with QuickBooks or other accounting software.
-
Strong organizational, time-management, and communication skills.
-
Ability to work independently and manage multiple tasks effectively.
-
Knowledge of office management and financial reporting.
Preferred Skills:
-
Experience with budgeting or basic financial management.
-
Familiarity with HR processes, such as onboarding.
-
Experience with tax compliance and financial regulations.
-
Knowledge of communication tools like Slack or MS Teams.
Why Join Us?
This is an exciting opportunity for someone who is proactive and eager to take ownership of key administrative functions. In this role, you’ll play a critical part in supporting our operations and helping the company grow. We offer a dynamic, collaborative environment where your contributions are valued, and there are plenty of opportunities for career growth and development.
We’re committed to fostering a supportive workplace culture. Join us today!