Administrative and Accounting Coordinator

About Invigorate Hospitality

Invigorate Hospitality is a remote sales company that partners with hotel owners and management companies to drive revenue through proactive, results-driven sales strategies. We act as an extension of our clients’ sales teams, helping hotels capture more business and exceed revenue goals.

We’re growing quickly and looking for a highly organized, proactive Part-Time Administrative and Accounting Coordinator to help leadership stay focused, keep priorities moving, and bring structure to the behind-the-scenes work that keeps the business running. Opportunity for growth and advancement as Invigorate expands.

Role Overview

The Administrative & Accounting Coordinator plays a critical support role across operations, finance, and client engagement at Invigorate Hospitality. This position ensures our internal systems stay organized, our financial records are accurate, and our clients receive timely, professional accounting support. The ideal candidate is detail-driven, proactive, and comfortable balancing administrative coordination with hands-on bookkeeping responsibilities.

Key Responsibilities: Administrative & Communication Support

• Support internal and external communication, including drafting emails, follow-ups, and client touchpoints as requested
• Manage calendars, schedule meetings, send confirmations, and coordinate logistics
• Maintain organized digital files, records, and documentation systems

Documents, Presentations & Reporting

• Prepare, format, and maintain documents, contracts, presentations, and reports
• Create clean, client-ready materials with strong attention to detail
• Assist with light reporting, data organization, and internal tracking

Project & Task Coordination

• Track tasks, deadlines, and priorities across multiple projects and stakeholders
• Maintain simple systems to keep work moving (task boards, checklists, recurring reminders)
• Flag risks early, communicate changes clearly, and propose solutions when timelines shift

Accounting & Bookkeeping

• Manage day-to-day bookkeeping in QuickBooks, including:
• Invoicing and accounts receivable
• Transaction categorization and expense tracking
• Maintain accurate financial records and organized supporting documentation
• Coordinate with leadership and external accountants/bookkeepers as required

Client-Facing Accounting Support

• Serve as a professional point of contact for client billing and accounting-related questions
• Prepare and send client invoices; track payments and follow up as needed
• Support client onboarding from sending agreements to billing and accounting, and monthly client reports
• Ensure clear, timely, and accurate communication related to financial matters

Client & Sales Operations Support (Administrative)

• Support client-related administrative needs (CRM updates, data cleanup, notes, follow-up reminders)
• Coordinate schedules and logistics for Sales Leaders (meetings, travel, trade shows)
• Assist with proposal preparation and maintain organized pipeline documentation
• Note: This role supports sales operations and logistics only—no closing sales or heavy outbound prospecting required

Operations & Growth Support

• Assist with onboarding materials, vendor coordination, and operational workflows
• Continuously improve processes—identify inefficiencies and help simplify systems as the company scales

Qualifications & Skills

• Proven experience in an administrative, operations, or coordinator role (accounting or bookkeeping experience strongly preferred)
• Hands-on experience with QuickBooks or similar accounting software
• Strong organizational skills with reliable follow-through
• Excellent written and verbal communication skills
• Comfortable working independently in a fully remote environment
• Tech-forward and quick to learn new tools; able to troubleshoot basic issues
• High discretion when handling confidential financial and client information
• Hospitality, sales, agency, or professional services experience is a plus

Tools & Systems

• QuickBooks
• Microsoft 365
• CRM systems
• Canva (a plus)
• Comfort using AI tools to improve speed and quality (a plus)

What We’re Looking For

• Proactive and solutions-oriented brings options
• Calm under shifting priorities; able to re-sequence work quickly
• Detail-driven; you catch what others miss
• Communicates clearly and knows when to ask vs. run with it
• Enjoys building structure, systems, and repeatable processes

Why Join Invigorate Hospitality?

• Fully remote with a flexible schedule
• Opportunity to grow with a fast-scaling hospitality company
• Direct exposure to leadership and strategic initiatives
• Collaborative, supportive, high-ownership team culture

Job Type: Part-time

Pay: $24.00 - $27.00 per hour

Expected hours: 15 – 25 per week

Benefits:

• Paid time off
• Work from home

Education:

• Associate (Preferred)

Work Location: Remote