What are the responsibilities and job description for the Administrative Coordinator position at Wouch Maloney CPAs & Business Advisors?
Location: Horsham PA
Job Type: Full-time
Position Summary
Wouch, Maloney & Co., LLP, a growing accounting and advisory firm, is looking for a highly organized, detail-oriented, energetic Administrative Coordinator. This position supports our team by managing administrative, billing, and other operational tasks. This role is critical in removing non-billable work from partners and managers, allowing them to focus on client delivery.
The ideal candidate is highly professional, technically skilled, and takes a hands-on, solution-focused approach. You are someone who anticipates needs, identifies issues early, and follows through to resolution.
Key Responsibilities
Billing, Invoicing & Collections
Job Type: Full-time
Position Summary
Wouch, Maloney & Co., LLP, a growing accounting and advisory firm, is looking for a highly organized, detail-oriented, energetic Administrative Coordinator. This position supports our team by managing administrative, billing, and other operational tasks. This role is critical in removing non-billable work from partners and managers, allowing them to focus on client delivery.
The ideal candidate is highly professional, technically skilled, and takes a hands-on, solution-focused approach. You are someone who anticipates needs, identifies issues early, and follows through to resolution.
Key Responsibilities
Billing, Invoicing & Collections
- Prepare, review, and finalize client invoices
- Ensure invoices are accurate, timely, and consistent
- Monitor accounts receivable and follow up on collections professionally and assertively
- Provide updates to partners and managers on outstanding balances
- Prepare, format, proofread, and finalize documents using Microsoft Word
- Create and maintain spreadsheets and tracking logs in Excel
- Serve as a primary point of contact for clients (phone, email, and in-person)
- Assist with client correspondence, engagement letters, and deliverables
- Maintain organized electronic and physical filing systems
- Manage reception duties, including phones, mail, and office supplies
- Track tasks and ensure timely follow-through
- Monitor administrative workflows and identify inconsistencies
- Coordinate communication between staff, partners, and vendors
- Strong proficiency in Microsoft Word and Excel
- Exceptional attention to detail and organizational skills, diligent and accurate
- Ability to manage multiple priorities and meet deadlines
- Clear, professional written and verbal communication skills
- Comfortable working in a fast-paced, deadline-driven professional environment
- Client-focused mindset with high degree of professionalism
- Experience in a public accounting or professional services environment
- Background in billing and collections
- Familiarity with CCH Axcess, ShareFile, SafeSend a plus
- Associate or bachelor's degree preferred
- Competitive pay
- Comprehensive benefits including health, dental vision, life insurance and short and long-term disability, 401(k) with company match, flexible benefits programs including FSA, HSA and HRA
- Inclusive culture with team outings, service projects, sports events and more!