Financial Coordinator

POSITION SUMMARY: This person will be a key member of the finance time providing support for overall corporate receivables/payables function. This position is important to the growth and changing landscape of Strategic Spaces and offers room for growth in the finance & administration unit.

GENERAL AREAS OF RESPONSIBILITY

Accounts Receivable – “hands on” responsibility for customer invoicing process ensuring accuracy and compliance with company policies. Essential functions include:

• Setting up new customers and client contact information
• Requesting appropriate documentation for tax exempt/reseller customers
• Invoicing each project on a timely basis and forwarding invoice to appropriate client contact. Preparing initial deposit invoices a necessary.
• Respond to AR inquiries from clients
• Record, monitor and follow up on chargebacks / chargeback

Accounts Payable – Acting as a key contact for Strategic Spaces vendors – maintaining “hands on” responsibility for payables process ensuring accurate and timing payment to vendors. Essential functions include:

Vendor Mgmt

• Following company procedures for establishing new vendors. Obtain/distribute critical documents (W9, insurance certs, resale certificates etc). Ensure that vendor insurance certifications are always current.
• Updating contact information / address information as needed
• Fielding vendor payment inquiries and research issues. Manage to successful conclusion
• Completing vendor credit applications as necessary. 
• Reviewing monthly vendor account statements and compare to outstanding Team Design payables list. Investigate and manage to successful conclusion any differences noted.

Vendor Invoice/Payment Processing

• Processing invoices on a timely basis into the Team Design financial system – ensuring that invoice terms match accompanying purchase order terms (price, quantities, freight). 
• On non PO related invoices, obtaining appropriate management level approval before input of invoice to Team Design system.
• Scanning and maintaining all vendor invoices to network Accounts Payable drive
• Monitoring payment schedule on outstanding AP items and communication timing to vendors.

On a weekly basis selecting individual vendor invoices for payment and process payment in Team Design system.

Vendor Deposits

• Monitoring requests for advance deposits on various vendor orders (on large $$ furniture orders and/or new vendors where SS has not yet obtained credit account terms)
• Processing vendor deposits payment on timely basis to ensure uninterrupted sales order process flow  
• Providing check copy to sales/acct coordinator and coordinate correspondence with vendor regarding check delivery.

Other Expenses

• Entering employee expense reimbursement reports and ensuring appropriate receipts are provide and expenses conform to company guidelines/policies.
• Reviewing monthly company AMEX charge accounts and verifing product charges to purchase orders
• For equip/product charges on AMEX account with no prepared purchase order, following up with Sales/Ops group to determine appropriate project and cost category for expense

Month End/Year End

• On a monthly basis ensuring that the Accounts Payable detail report match the total account balances in the company general ledger. Investigate and resolve any differences
• At year end, preparing and mailing tax forms to appropriate vendors

JOB REQUIREMENTS/QUALIFICATIONS

• Highly proficient in all Microsoft programs, particularly Excel and Word
• Strong verbal and written communication skills
• Able to learn and adapt quickly to changing work needs
• Strong organizational skills
• Cheery and upbeat personality!
• Ability to adapt to change
• Drive and ambition
• A desire to enthusiastically participate in the company culture and the desire to help contribute to the growth of a small company