Administrative Coordinator

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).

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.

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.