Part-Time Operations & Finance Coordinator (Contracts + Invoicing)

Job Title: Part-Time Operations & Finance Coordinator (Contracts + Invoicing)

Company: LEO Design Gallery & Flower Shoppe
Location: Wyomissing, PA (in-office preferred, some flexibility)
Job Type: Part-Time (20–25 hours/week) with opportunity to grow into Full-Time
Compensation: $18–$25/hour based on experience

About Us

LEO Design Gallery & Flower Shoppe is a high-end event design and production company specializing in weddings, florals, and large-scale installations. We produce 300+ events per year and operate in a fast-paced, detail-driven environment.

Position Overview

This role owns the backend of our sales process—turning approved proposals into signed contracts and collected payments quickly and accurately.

This is a hands-on, detail-driven role. We are looking for someone who is proactive, organized, and comfortable managing deadlines, financial details, and follow-up.

Key Responsibilities

Contracts

• Create and send client contracts using templates (DocuSign or similar)
• Ensure contracts are sent within 24 hours of approval
• Track contract status (sent, signed, pending)
• Maintain organized digital records

Invoicing & Payments

• Generate and send invoices using QuickBooks (required)
• Record incoming payments and maintain accurate client balances
• Track outstanding invoices and follow up on unpaid balances
• Maintain clear visibility into receivables

Financial Coordination / Light Bookkeeping

• Manage day-to-day financial activity within QuickBooks
• Assist with basic transaction categorization and organization
• Keep records accurate and up to date for bookkeeper/accountant
• Provide a simple weekly report of:
• Outstanding invoices
• Overdue payments
• Contract status

Operations Support

• Act as a bridge between sales, design, and operations
• Ensure nothing falls through the cracks administratively

Qualifications

• 2+ years experience in administrative, bookkeeping, or office management roles
• QuickBooks experience is required
• Strong organization and attention to detail
• Experience with invoicing, contracts, or financial tracking preferred
• Comfortable following up on payments
• Strong written communication skills
• Proactive and able to take ownership

Ideal Candidate

• Moves quickly and doesn’t let tasks sit
• Highly organized and detail-oriented
• Comfortable being persistent and following up
• Takes ownership and follows through without being asked
• Thrives in a fast-paced environment

Important Notes

• This role starts part-time but is expected to grow into full-time for the right candidate
• Consistent weekly availability (Monday–Friday touchpoints) is required
• Speed, accuracy, and follow-through are critical to success in this role

How to Apply

Please submit your resume and a brief note describing your experience with QuickBooks, invoicing, and financial coordination.

To confirm attention to detail, include the word “organized” in your response.

Pay: $18.00 - $25.00 per hour

Work Location: In person