Accounting/Administrative Coordinator

Job Description

REQUIREMENTS

• Strong working knowledge of Microsoft Office Programs (e.g. Word, Excel, PowerPoint, and Teams)
• Experience with CRM Systems (e.g. Salesforce or Hubspot) and experience with Project Management Software (e.g. Zoho, Basecamp, Monday.com, etc.)

• Experience with accounting software such as Quickbooks (preferred)
• Moderate understanding of accounting principles (e.g., reconciliations, accounts receivable, invoicing)
• Excellent written and verbal communication skills
• Strong attention to detail and accuracy, especially with financial data
• Ability to multitask and prioritize effectively
• Strong organizational and time management skills
• Team player with a positive “can do” attitude
• Knowledge of the financial services industry, preferred
• Bachelor’s Degree plus 3 years of experience in a related field; or, alternatively, high school diploma plus 5 years of experience in a related field

RESPONSIBILITIES

1. Administrative Support and Coordination:

• Act as the primary communication bridge between project teams, clients, and leadership to ensure alignment and execution of project objectives.
• Assists with initial project setup by processing engagement agreements, creating and sending invoices, gathering required information, and entering data into internal systems
• Coordinate scheduling, meetings, and follow-ups across project teams and clients
• Prepares meeting agendas, materials, and documentation, as needed
• Attends meetings, takes notes, and distributes summaries or action items
• Maintains organization of tasks and workflows within CRM systems
• Track project timelines, deliverables, and deadlines to ensure projects stay on schedule
• Provides general administrative support to team members and leadership
• Assists with side projects and cross-functional initiatives, as assigned

2.Communication and Client Support:

• Serves as a first point of contact by answering client calls, responding to inquiries, and routing communication appropriately
• Communicates professionally with current and prospective clients via phone and email
• Coordinates client meetings and follow-ups with internal teams
• Responds to client correspondence and ensures timely communication
• Liaises with external vendors and partners as needed

3. Financial and Accounting Support:

• Prepares and issues client invoices, processes payments, and distributes confirmations
• Support reporting and provide status reports to project owners
• Performs basic account reconciliations (e.g., bank, credit card, and accounts receivable) to ensure accuracy of financial records
• Maintains and updates financial data in accounting systems such as QuickBooks
• Assists with tracking accounts receivable, following up on outstanding invoices, and resolving billing discrepancies
• Supports expense tracking, coding, and documentation for internal financial reporting
• Assists with month-end and year-end close processes, as needed
• Ensures accurate recordkeeping of financial transactions and supporting documentation
• Communicates with clients regarding billing, payments, and financial inquiries

4. Documentation and Records:

• Creates, monitors, and completes tasks within CRM systems
• Maintain and organize project documentation, records, and deliverables to ensure accuracy and accessibility
• Ensures documentation is up to date and accessible for team use
• Supports data entry and database management across systems

5. Process Support:

• Conducts research to support business initiatives and team needs
• Assists in identifying opportunities to improve administrative processes and workflows
• Supports implementation of improved systems and procedures
• Completes additional research or administrative tasks, as needed
• Ensure alignment between operational, administrative, and project goals across teams

Are you interested in this position?

Apply by clicking on the “Apply Now” button below!

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