Accounting & Administrative Coordinator

Job Description

Accounting & Administrative Coordinator

General Summary and Purpose:

The Accounting & Administrative Coordinator is a core member if the Finance Department The Accounting & Administrative Coordinator provides day-to-day support to the Finance department and the Human Resources department, while also serving as an Executive Assistant to the Senior Leadership Team. Approximately half of this role is dedicated to accounts payable, accounts receivable, payroll processing, and invoice entry, with the remaining time split between supporting the HR Manager with human resources activities and providing administrative and executive support to Senior Leadership. This role reports to the Controller and requires strong organizational skills, attention to detail, discretion, and the ability to manage competing priorities across multiple functional areas.

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Duties and Responsibilities:

Accounting & Finance

·       Process accounts payable, including matching, coding, and entering vendor invoices for approval and payment.

·       Process accounts receivable, including customer invoicing, cash application, and follow-up on outstanding balances.

·       Process payroll on a recurring basis, including timekeeping review, deductions, and coordination with the payroll provider.

·       Enter and reconcile invoices and supporting documentation in the accounting/ERP system.

·       Assist with month-end close tasks, account reconciliations, and financial record-keeping as directed by the Controller.

·       Maintain organized and accurate accounting files and documentation to support audit and compliance needs.

Human Resources Support

·       Assist the HR Manager with new hire onboarding, orientation scheduling, and employee file maintenance.

·       Support benefits administration tasks, open enrollment, and employee inquiries as directed.

·       Help maintain compliance documentation, employee records, and HR reporting.

·       Assist with recruiting coordination, such as scheduling interviews and posting job openings.

·       Support internal communications and employee engagement activities as needed.

Executive Assistant to Senior Leadership Team

·       Manage calendars, meeting scheduling, and travel arrangements for members of the Senior Leadership Team.

·       Prepare correspondence, reports, presentations, and meeting materials as requested.

·       Coordinate logistics for leadership meetings, including agendas, materials, and minutes.

·       Handle confidential and sensitive information with discretion.

·       Provide general administrative support to Senior Leadership as needed.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Job Requirements:

·       Demonstrated ability to manage multiple priorities across accounting, HR, and executive support functions.

·       Excellent written and verbal communication skills.

·       Strong attention to detail and accuracy in financial data entry and record-keeping.

·       High level of discretion and ability to maintain confidentiality regarding financial, HR, and leadership matters.

·       Proficient in Microsoft Office products, including Excel, Word, and Outlook.

·       Ability to work independently with limited direction.

Job Specifications:

·       Associate's or Bachelor's degree in Accounting, Business Administration, Human Resources, or a related field preferred; equivalent work experience will be considered.

·       Prior experience with accounts payable, accounts receivable, invoice entry, or payroll processing required.

·       Experience with ERP or accounting software systems preferred.

·       Prior HR support or administrative/executive assistant experience preferred.

·       Strong organizational and time-management skills with the ability to prioritize competing demands.