Finance & Operations Coordinator

Role overview

We are seeking a proactive and organized Finance & Office Coordinator to support our finance and operations teams with day-to-day administrative tasks. This position will focus on finance-related tasks like invoicing and data entry, while also providing broader support for HR processes and general business management.

The ideal candidate will be proficient in Google Sheets and accounting software, as well as be comfortable handling diverse responsibilities and ensuring smooth operations across multiple departments.

Key Responsibilities

Client Billing & Revenue Assurance: Take ownership of the client billing process, from data collection to final invoice generation. By ensuring that client fees are accurately calculated and billed, you’ll play a critical role in maintaining steady revenue streams and client satisfaction, while mitigating billing discrepancies.

Financial Processes: Ability to understand a vendor payment process, ensuring timely and accurate disbursements to vendors, freelancers, and referral partners. Your attention to detail will reduce errors and improve payment efficiency, directly impacting our operational liquidity and vendor relationships.

Accurate Financial Reporting: Maintain up-to-date financial records by entering and verifying data across key systems using Google Sheets and QuickBooks Online. Your precision will ensure that financial reporting is accurate, timely, and ready for strategic decision-making, supporting the leadership team’s ability to plan and forecast.

Financial Data Integrity & Reconciliation: Auditing and updating transactions within Quickbooks to ensure accuracy for a variety of expenses, including employee benefits, vendor payments, and purchases. Your diligence in maintaining data integrity will safeguard against costly errors, ultimately protecting the company’s financial stability.

Operational Support: Provide comprehensive business management support by coordinating virtual and in-person company events, assisting with HR processes such as onboarding and training, and liaising with external vendors and contractors. Ensure smooth collaboration across departments by handling administrative tasks that facilitate efficient daily operations and contribute to the overall success of the business.

Assist with employee onboarding / offboarding, setting up employee files on our HR system, and coordinating necessary documentation with new hires. Maintain accurate employee records, manage benefits, and update internal databases. Additionally, support the coordination of staff meetings, employee events, internal communications, and the organization of training and professional development initiatives.

Outcomes Expected ● Accurate and timely processing of invoices and employee expenses, supporting smooth financial operations. ● Well-organized and up-to-date employee records and HR documentation. ● Efficient office operations, with all supplies, vendor services, and administrative tasks managed seamlessly. ● Continuous improvement in administrative processes, contributing to time savings and improved accuracy.

Qualifications ● Proficiency in Google Sheets and general accounting software (e.g., QuickBooks Online). ● Strong attention to detail and accuracy in data entry and financial reconciliation. ● Ability to manage multiple tasks with competing deadlines. ● Excellent communication skills, both written and verbal. ● Familiarity with vendor management, invoicing, and basic accounting practices. ● Previous experience with financial processes for eCommerce platforms (Google, Amazon) is a plus.

Preferred Experience ● 2+ years of experience in a finance or accounting role. ● Experience with international payments and multi-currency transactions is advantageous.

Additional Information Hybrid or remote working options are available. This role may require occasional visits to the office to handle mail and deposits.

Compensation $52,000 - $56,000 per year, based on experience.

● Employer-paid health insurance. ● 401k matching. ● Dental, Vision. ● Employer-paid life insurance. ● MASA, LegalShield, and other benefits available.