Part Time Administrative & Finance Coordinator

We’re looking for a reliable, detail-oriented Administrative & Finance Coordinator to take over day-to-day administrative and financial operations for a small, fast-moving business with multiple workstreams (contractors, employees, and a vacation rental). This role is ideal for someone who can step in, learn quickly, bring order, and improve systems—someone who enjoys tracking details and keeping operations running smoothly.

This is a part-time, hybrid role. Some work can be done remotely, but on-site presence is required part-time to handle tasks such as check writing, documents, receipts, and coordination.

Responsibilities

Accounts Payable & Billing

• Pay subcontractor invoices bi-monthly
• Manage vendor accounts, subscriptions, and ongoing billing
• Track due dates, follow up on missing invoices, and maintain organized records

Payroll & Employee Administration

• Run payroll bi-monthly through ADP
• Manage employee timecards/timekeeping
• Support onboarding and maintain required employee paperwork/files
• Respond to administrative requests (EDD letters, notices, etc.)

Bookkeeping & Reporting (QuickBooks Online)

• Categorize and track expenses in QuickBooks Online
• Organize receipts and maintain audit-ready documentation
• Collect and maintain subcontractor tax documentation (W-9s, etc.)
• Generate financial reports as needed (monthly/quarterly/custom)
• Assist with basic budgets and financial statements (with support as needed)

Compliance & Filings

• File workers’ comp reports
• File vacation rental occupancy tax reports
• Maintain compliance across operations (deadlines, required documentation, renewals)

Vacation Rental Administration

• Invoice for vacation rental bookings
• Collect and return security deposits
• Maintain organized booking and financial documentation

Who You Are

• Comfortable figuring things out independently and asking smart questions when needed
• Highly organized and accurate, able to manage multiple deadlines without dropping details
• Confident creating and maintaining simple systems (checklists, templates, file organization)
• Professional and discreet with sensitive employee and financial information
• Flexible and able to adapt to shifting priorities while protecting key deadlines

Requirements

• Experience with QuickBooks Online and payroll software (ADP preferred)
• Strong administrative skills: document management, follow-through, communication
• Solid understanding of invoices, receipts, expense categorization, and basic reporting
• Comfortable using Google Drive/Docs/Sheets and cloud file organization
• Prior experience in administrative support, bookkeeping, or finance coordination preferred
• Familiarity with basic employment/labor compliance (e.g., onboarding requirements, wage/hour fundamentals, handling agency notices) is a strong plus.
• Excellent written and verbal communication
• Strong attention to detail and ability to prioritize effectively

This role has room to grow in responsibility and hours for the right person—especially someone who can improve systems and expand into broader operations support.

Pay: $30.00 - $60.00 per hour

Benefits:

• On-the-job training
• Paid time off

Work Location: Hybrid remote in Santa Rosa, CA 95404