Finance & Administrative Coordinator

Position Summary

The Finance & Administrative Coordinator supports daily financial operations across multiple entities, with a focus on payroll, billing, intercompany transactions, and administrative compliance. This role plays a key part in ensuring accurate financial processing, timely payments, and smooth coordination between internal teams and external partners.

Key Responsibilities

Payroll

• Process and support payroll for multiple entities
• Distribute payroll checks and pay stubs
• Maintain compliance with payroll tax requirements by registering in new states and localities
• Communicate with payroll providers (e.g., Paychex) and internal team as needed

Billing & Accounts Payable

• Manage invoicing for multiple entities
• Process and track cross-company accounts payable
• Support intercompany billing and reconciliations
• Ensure timely and accurate invoice processing and documentation

Cash & Transaction Management

• Prepare and record deposits
• Maintain organized records of daily financial transactions
• Communicate with customers on aging receivables

Administrative & Office Support

• Manage office supply inventory and ordering
• Support general office operations to ensure efficiency and organization

Business Registration & Compliance

• Register business entities in new states as needed
• Monitor and respond to state correspondence and compliance requirements
• Coordinate with payroll providers and accounting team to maintain compliance across jurisdictions

Qualifications

• Bachelors in Business Administration or 2+ years of experience in accounting, payroll, or administrative support
• Familiarity with payroll systems (Paychex or similar preferred)
• Basic understanding of accounts payable/receivable
• Strong organizational skills and attention to detail
• Ability to manage multiple entities and priorities simultaneously
• Proficient in Microsoft Excel and standard office software
• Experience with Quickbooks Desktop (preferred)

Key Traits for Success

• Highly organized and detail-oriented
• Proactive and able to work independently
• Strong problem solving skills
• Comfortable handling both financial and administrative responsibilities
• A positive attitude towards employees, customers, and visitors, with a strong commitment to teamwork.
• Honest and ethical with the ability to maintain discretion with financial & payroll information

Reporting Structure

Reports to the Financial Operations Manager

Pay: From $24.50 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person