office manager

account coordinator

accounting coordinator

accounts payable coordinator Jobs in New York

accounts payable coordinator

accounts receivable clerk Jobs in New York

accounts receivable clerk

billing coordinator

Situation Group

<div>Situation Group, a global collective of digital-first advertising agencies and an award-winning nonprofit, seeks a Senior Client Finance Coordinator to act as the central hub of financial expertise and the primary source of truth for their assigned client portfolio.
What You&rsquo;ll Do
You are responsible for managing the full financial lifecycle of assigned client accounts&mdash;moving beyond simple invoice processing to provide holistic financial oversight. You will serve as the primary finance point of contact, ensuring that client budgets are understood and effectively reconciled, while driving process improvements that minimize &quot;always-on&quot; billing and create consistency for our clients and internal teams.
By deeply integrating with Account Management teams, you translate SOWs and media plans into precise, predictable billing outputs, effectively serving as the strategic link between financial operations and client-facing business objectives. You take ownership of the financial health of your client set, ensuring all invoicing is accurate, timely, and aligned with real-time budget realities.
Our office is located in midtown Manhattan and the Senior Client Finance Coordinator is expected to be in-office four days per week (Monday-Thursday).
Responsibilities include, but are not limited to:
Financial Planning, Setup &amp; Oversight<ul><li>
Partner with Account Leads to understand client budget structures, translating SOWs and media plans into accurate billing milestones.</li><li>
Lead client onboarding for finance, including initial setup within our financial systems, and making template recommendations based on specific client needs.</li><li>
Weekly review of budgets &amp; billing status with Account Leads to ensure questions or concerns are addressed in real-time.</li><li>
Draft quarterly billing schedules and secure sign-offs from both Finance and Account Leads to ensure consistency.</li></ul>
Billing Operations &amp; Reconciliation<ul><li>
Drive the invoice lifecycle for assigned clients, utilizing deep knowledge of SOWs and media plans to process invoices with autonomy.</li><li>
Manage the end-of-period (monthly/quarterly) work-in-progress, leading reconciliation meetings to review final production and media invoices, addressing overflow costs and open questions.</li><li>
Ensuring all invoice formats, descriptions, and amounts are client ready and delivered on time according to billing schedule</li></ul>
Stakeholder &amp; Relationship Management<ul><li>
Serve as the first responder for client financial questions; proactively escalate or resolve inquiries to minimize friction.</li><li>
Facilitate weekly standups with client teams to align on budget vs. actuals.</li><li>
Set up and distribute weekly Open AR reports, driving specific follow-ups with clients and internal stakeholders to resolve outstanding balances.</li><li>
Acknowledge client inquiries within 48 hours and act as the bridge between finance operations and account management.</li></ul>
General Team Leadership<ul><li>
Support the Director of Finance in training initiatives, including presenting billing processes and fielding Q&amp;As for the wider team.</li><li>
Identify and implement opportunities to optimize processes and communication flows within the Billing Team.</li></ul> 

Requirements 
<ul><li>
3-5 years proven experience in billing, account finance, or agency operations.</li><li>
Strong understanding of budget structures, media plans, and reconciliation workflows.</li><li>
Skilled in billing/finance software (e.g., Advantage, Prisma, or similar project accounting systems).</li><li>
Excellent verbal and written skills, with the ability to translate complex financial data into actionable insights for non-finance stakeholders.</li><li>
Exceptional ability to handle competing priorities and fluidly move between high-level analysis and day-to-day tactical execution.</li><li>
A proactive mindset that seeks to identify financial risks and operational inefficiencies before they become issues.</li></ul> 

Benefits 
We offer a competitive base salary and a range of benefits and perks:<ul><li>
Salary range $60,000 - $75,000 per year, commensurate with experience</li><li>
Health care plan (medical, dental and vision)</li><li>
Retirement plan with employer match</li><li>
Life and disability insurance</li><li>
Generous paid time off package that includes vacation, sick, &ldquo;life happens&rdquo; days, birthdays, summer Fridays and public holidays</li><li>
Paid family leave</li><li>
Cold brew coffee, snacks and fresh fruit</li><li>
Wellness resources</li><li>
Special access to New York City&rsquo;s arts and entertainment scene</li></ul>
We have been honored for our commitment to our team with workplace awards from Crain&rsquo;s, Best Companies Group, Cynopsis, Digiday, and Fortune.
Our Company
Situation Group is a digital-first collective of award-winning advertising agencies. We partner with leading entertainment, education and mission-driven brands, including WICKED on Broadway, The Metropolitan Opera, Columbia University, and No Kid Hungry.</div>

Senior Client Finance Coordinator

Paduano & Weintraub LLP

Location: New York, NY Position Type: Part-Time/Full Time (Largely Remote) Salary: Hourly $30-$40 based on experienceAbout the Role Boutique law firm seeking a detail-oriented and organized Billing/ Office Assistant to support our billing and administrative operations. This role will assist with legal billing, collections support, and general office tasks while working closely with the ControllersKey Responsibilities:Billing &amp; Accounting Support<ul><li>Assist with preparing and processing client invoices</li><li>Support the Controllers with follow-ups and account status updates</li><li>Assist with tracking and reviewing attorney time entries</li><li>Maintain billing records and ensure compliance with client billing guidelines</li><li>Work with partners and attorneys to resolve billing questions</li></ul>Administrative / Office Support<ul><li>Provide general administrative support</li><li>Assist with office tasks and day-to-day operations</li></ul>Qualifications<ul><li>One to three years of billing, accounting, or administrative experience (law firm experience preferred)</li><li>Strong attention to detail and organizational skills</li><li>Knowledge of LEDES billing a plus</li><li>Excellent communication skills and ability to work with attorneys and staff</li><li>Experience with legal billing systems or case management platforms preferred</li><li>Proficiency in Microsoft Office (Excel, Word, Outlook)</li></ul>Paduano &amp; Weintraub LLP is an equal opportunity employer committed to fostering an inclusive and diverse workplace. We value and encourage the contributions of individuals with different backgrounds, experiences, and perspectives.Pay: $30.00 - $40.00 per hourWork Location: Hybrid remote in New York, NY 10020

Billing Assistant

Gil-Bar

<div>
 
 
 About Us
 
 :
 
 
 We believe HVAC is about a lot more than moving air. It&rsquo;s about creating places where we can live our best lives and do our best work. We help design, install, problem-solve, and service the right custom HVAC solution for every building. We do it with the largest and most experienced team of degreed application engineers in the industry. Gil-Bar Industries combines its unmatched engineering expertise and fully integrated service, offering a truly unique culture.
 
 
 
 
 
 
 Role
 
 : Accounts Receivable Specialist
 
 
 We are seeking a detail-oriented and organized Accounts Receivable Specialist to support daily, weekly, monthly, and closing accounting operations. This role is responsible for billing accuracy, invoice processing, accounts receivable support, sales team support, reconciliations, and cross-departmental communication to ensure timely and accurate financial transactions.
 
 
 
 
 
 
 Responsibilities
 
 :
 
 <ul>
 <li>
 Review vendor invoices posted to the accounting system from the previous day and follow up with sales representatives regarding customer billing and discrepancies.
 </li>
 <li>
 Prepare and process customer deposit invoices upon request
 </li>
 <li>
 Create and issue credit memos when necessary
 </li>
 <li>
 Adjust project billing records, including splits, change orders, and estimates
 </li>
 <li>
 Ensure posted invoices are accurately entered into the project system
 </li>
 <li>
 Support project accounting accuracy and compliance
 </li>
 <li>
 Provide backup support for payment processing when needed
 </li>
 <li>
 Send customer payment links and follow up on past-due requests
 </li>
 <li>
 Post Daily Cash Receipts Accurately to the Accounting System and CRM
 </li>
 <li>
 Assist with collections and customer communication related to outstanding balances
 </li>
 <li>
 Generate and distribute receivable accounts reports to customers and the Sales Team (monthly)
 </li>
 <li>
 Handle Customer Related Emails
 </li>
 <li>
 Assist with AIA billing entries and submissions to the online portal
 </li>
 <li>
 Reconciliation of Customer invoices between Accounting and CRM
 </li>
 <li>
 Assist with intercompany accounts receivable reviews
 </li>
 <li>
 Assist the accounting team with ad-hoc billing and reconciliation tasks
 </li>
 <li>
 Other Accounting Functions as needed that align with the role
 </li>
 </ul>
 
 
 
 
 
 Requirements
 
 :
 
 <ul>
 <li>
 Associate or bachelor&rsquo;s degree in accounting or finance
 </li>
 <li>
 3-5 years of experience in billing, accounts receivable, or accounting support
 </li>
 <li>
 Strong understanding of invoicing, reconciliations, and AR processes
 </li>
 <li>
 Experience with Project and AIA billing
 </li>
 <li>
 Ability to work in a fast-paced environment
 </li>
 <li>
 Proficiency in Microsoft Excel and general office software
 </li>
 <li>
 Excellent attention to detail and organizational skills
 </li>
 <li>
 Strong communication and follow-up skills
 </li>
 </ul>
 
 
 
 
 
 Preferred Skills
 
 :
 
 <ul>
 <li>
 Dynamics 365 Business Central Experience
 </li>
 <li>
 Intercompany accounting exposure
 </li>
 <li>
 Active Notary Public (State of NY)/Willing and eligible to obtain Notary Public Commission
 </li>
 <li>
 Ability to manage multiple deadlines in a fast-paced environment
 </li>
 <li>
 Team-oriented with the ability to work independently
 </li>
 </ul>
 
 
 
 
 
 Estimated compensation
 
 : $33.65 to $36.06/hour with flexibility based on experience and skills.
 
 
 
 
 
 Gil-Bar Industries provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.
 
</div>

Accounts Receivable Specialist

Billing Administrator

Integrated Systems, New York

<div>
 
 
 Brief Description: An established 42-year-old IT/Telecommunications Integrator in the Upstate New York Area is looking for a unique individual to become a key player in our Victor Office Operations. We are looking for highly motivated individuals that are eager to learn and apply proven company processes for successful customer service and business management functions in the exciting field of Data communications, Data Center Operations and Security.
 
 
 
 
 &nbsp;
 
 
 
 As the Office Operations Assistant, you will be engaged in accurate management of billing and service order tracking systems. You will also provide support for the following:
 
 
 &nbsp;
 
 
 &nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;
 
 Partial List of Candidate&rsquo;s Experience:
 
 
 
 
 &nbsp;
 
 
 
 &middot;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;
 
 Maintenance of the Solution Delivery System to yield accurate and &ldquo;up to date&rdquo; data for order processing, billing, purchasing, sales and marketing related support.
 
 
 
 &middot;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;
 
 Data Entry for these systems is shared by multiple people
 
 
 
 &middot;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;
 
 Oversee the Accurate management of the company PURCHASING functions
 
 
 
 &middot;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;
 
 Oversee &amp; Support for JOB COST accounting/reporting functions and processes
 
 
 
 &middot;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;Identify, research and resolve customer issues using computer data, company personnel and resources
 
 
 &middot;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;Share and support in efficient and expedient follow up of customer inquiries not immediately resolved
 
 
 &middot;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;Research billing issues
 
 
 &middot;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;Recognize, document and alert supervisor of trends in customer calls and service issues
 
 
 &middot;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;Recommend process improvements
 
 
 &middot;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;Support for Marketing and Sales Staff
 
 
 &middot;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;Possible assistance with seminars, user days, exhibitions, etc
 
 
 &middot;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;Serve as point person for maintenance scheduling, mailing, supplies, bills etc.
 
 
 &middot;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;Manage General Ledger and Bank Statement reconciliations
 
 
 &middot;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;Manage relationships with vendors
 
 
 &middot;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;
 
 Company Culture Ambassador
 
 
 
 o&nbsp;&nbsp;&nbsp;Create, Schedule &amp; Oversee Team Building Events
 
 
 &middot;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;Provide General Support to visitors
 
 
 &middot;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;Manage CUSTOMER SERVICE Systems through telephone interaction and CRM management and updating
 
 <ul>
 <li>
 &middot;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;
 
 Other Duties not assigned that contribute to TEAM accomplishment of Company Goals
 
 </li>
 </ul>
</div>

Office Operations Assistant - Bookkeeping

Columbia University

<div><ul><li>Job Type: Officer of Administration</li>
<li>Bargaining Unit:</li>
<li>Regular/Temporary: Regular</li>
<li>End Date if Temporary:</li>
<li>Hours Per Week: 35</li>
<li>Standard Work Schedule:</li>
<li>Building:</li>
<li>Salary Range: $66,300-$68,000</li>
</ul><div>The salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to departmental budgets, qualifications, experience, education, licenses, specialty, and training. The above hiring range represents the University's good faith and reasonable estimate of the range of possible compensation at the time of posting.</div> 
<div></div>

Position Summary
<div>
The Clinical Research Coordinator manages clinical trials conducted through the Clinical Protocol &amp; Data Management Office. This position reports directly to the Clinical Research Manager of the specific disease site this incumbent is assigned to. Subject to business needs, we may support flexible and hybrid work arrangements. Options will be discussed during the interview process.
</div>
Responsibilities

The Clinical Research Coordinator manages clinical trials (including some regulatory and budget requirements) and assists in the coordination of tests/visits for patients, working with the study team to maximize work efficiency to gather all required data and relevant clinical information.

Responsibilities include, but are not limited to:
<ul>
<li>GENERAL STUDY MANAGEMENT
<ul><li>Reviewing research protocols.</li>
<li>Assisting Principal Investigators in study start up and submitting studies to appropriate offices.</li>
<li>Interacting with the regulatory team to maintain regulatory documentation and administrative files for each protocol</li>
<li>Under the supervision of the clinical research manager, the coordinator maintains procedures necessary for timely and complete data management, and complies with required supervision tools such as work logs and regular meetings. The coordinator will also comply with necessary regulatory responsibilities as needed.</li>
</ul></li></ul><ul><li>PATIENT MANAGEMENT 
<ul><li>Coordinates study enrollment, protocol treatment, and follow-up care for patients participating in clinical trials in conjunction with the clinical research nurse, research pharmacy, treatment center and other study staff.</li>
<li>Working with the research nurse, treating physicians, and Principal Investigators to confirm that each patient meets eligibility criteria specified for protocols and enrollment into clinical trials.</li>
<li>Communicating with various departments, physicians, labs, outside hospitals, and all members of the clinical team to ensure accuracy, timely retrieval of data, and confirm the appropriateness and timeliness of tests.</li>
<li>Collecting follow-up data on patients' post-treatment as required by the protocol and submit monthly reports to the clinical protocol office, tracking patient enrollment and accounts/payments for sponsored protocols.</li>
<li>Completes timely research billing review</li>
<li>Maintains and updates sponsor-related, university and department databases/logs</li>
</ul></li></ul><ul><li>DATA MANAGEMENT
<ul><li>Handling data management requirements for each patient enrolled.</li>
<li>Abstracts, assembles, and organizes clinical research data.</li>
</ul></li></ul><ul><li>OTHER
<ul><li>Coordinator performs other related duties and participates in special projects as assigned.</li>
<li>Perform other related duties and responsibilities as assigned/requested.</li>
</ul>
</li></ul>Minimum Qualifications
<ul>
<li>Bachelor&rsquo;s degree or equivalent in education and/or experience.</li>
</ul>
Preferred Qualifications
<ul>
<li>Two years of related experience or equivalent in education.</li>
<li>Excellent interpersonal and organizational skills.</li>
<li>Computer Skills: proficiency with MS Word programs and familiarity with Mac and PC platforms.</li>
<li>Experience in clinical research setting with knowledge of HIPAA and GCP.</li>
</ul>
Equal Opportunity Employer / Disability / Veteran

Columbia University is committed to the hiring of qualified local residents.</div>

Clinical Research Coordinator I

<div><ul><li>Job Type: Officer of Administration</li>
<li>Regular/Temporary: Regular</li>
<li>Hours Per Week: 35</li>
<li>Salary Range: $66,300 - $75,000</li>
</ul><div>The salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to departmental budgets, qualifications, experience, education, licenses, specialty, and training. The above hiring range represents the University's good faith and reasonable estimate of the range of possible compensation at the time of posting.</div>

Position Summary

The Division of General Medicine/Hospitalist Program seeks a highly motivated and detail-oriented Administrative Coordinator to provide comprehensive administrative support fully onsite at the Columbia University Medical Center. Reporting jointly to the Divisional Administrator and the Medical Director of the Hospitalist Program, this role supports both leaders and the broader Hospitalist office team.

The ideal candidate will possess strong organizational skills, the ability to manage multiple priorities simultaneously, and a proactive approach to problem-solving. This position plays a key role in ensuring the smooth operation of the Hospitalist Program, including managing calendars, coordinating meetings, maintaining office systems, and supporting recruitment and scheduling efforts.

The Administrative Coordinator will also be a member of the division&rsquo;s core administrative team, collaborating with colleagues in People &amp; Culture, IT, and Procurement to support division-wide initiatives such as events and communications.

Responsibilities
<ul>
<li>Serve as the primary liaison between the divisional administrative team and the Hospitalist group.</li>
<li>Provide administrative support to over 35 physicians and 75 physician assistants at Milstein Hospital.</li>
<li>Manage physician scheduling, maintain the Medical Director&rsquo;s calendar, coordinate meetings, and support working groups and social events.</li>
<li>Facilitate recruitment efforts, including preparing interview itineraries and escorting candidates.</li>
<li>Oversee the Hospital Medicine administrative office, including responding to external inquiries, submitting facilities requests, and maintaining office supplies and organization.</li>
<li>Administer the Hospitalist moonlighting program, including scheduling and monthly payroll submissions.</li>
<li>Support clinical appointment and reappointment processes in collaboration with the Manager of People &amp; Culture.</li>
<li>Track professional practice evaluations, expirables, compliance documentation, and Medicaid recertifications.</li>
<li>Participate in weekly core administrative team meetings and assist with division-wide events such as grand rounds, retreats, and holiday gatherings.</li>
<li>Perform additional duties as assigned by the Divisional Administrator and Medical Director.</li>
</ul>
Minimum Qualifications
<ul>
<li>Bachelor&rsquo;s degree or equivalent combination of education and experience.</li>
<li>Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook, Teams).</li>
<li>Ability to handle sensitive and confidential information with discretion.</li>
<li>Strong attention to detail and excellent organizational skills.</li>
</ul>
Preferred Qualifications
<ul>
<li>At least two years of relevant administrative experience.</li>
<li>Experience with EPIC and Amion (or similar scheduling systems).</li>
<li>Ability to quickly learn new platforms (e.g., Columbia website CMS, Symplr, ARC, Interfolio).</li>
<li>Interest or experience in scheduling, website maintenance, and billing processes.</li>
</ul>
Other Requirements
<ul>
<li>Successful completion of applicable compliance and systems training requirements.</li>
</ul>
Equal Opportunity Employer / Disability / Veteran

Columbia University is committed to the hiring of qualified local residents.</div>

Administrative Coordinator - General Medicine

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