Accounting/Administrative Coordinator at Careers with… · Remote

Description

The Administrative & Accounting Assistant serves as the central coordination point between project stakeholders, leadership, and internal teams to ensure seamless communication, accurate documentation, and execution of project-related tasks. This role acts as a first point of contact for clients, including answering incoming calls, responding to inquiries, and directing communication appropriately. The position also supports initial project setup, coordinating schedules, maintaining CRM data, and processing invoices. The Administrative Assistant plays a key role in keeping projects organized, supporting internal teams, and ensuring the timely completion of administrative deliverables.

In addition to administrative responsibilities, this role supports day-to-day accounting and financial operations, including invoicing, payment tracking, and account reconciliation. The Administrative & Accounting Assistant helps maintain accurate financial records, supports bookkeeping functions, and ensures the timely completion of both administrative and accounting deliverables. This role works closely with internal teams to support client service, project execution, and overall financial operations.

The position requires a high level of independence, strong organizational skills, and the ability to manage multiple priorities in a fast-paced environment. The ideal candidate is detail-oriented, proactive, and possesses excellent communication skills and moderate accounting skills. We are seeking a self-starter who thrives in a remote setting and enjoys collaborating with a team to support overall business operations.

Key Responsibilities

1. Administrative Support and Coordination:

• Act as the primary communication bridge between project teams, clients, and leadership to ensure alignment and execution of project objectives.
• Assists with initial project setup by processing engagement agreements, creating and sending invoices, gathering required information, and entering data into internal systems
• Coordinate scheduling, meetings, and follow-ups across project teams and clients
• Prepares meeting agendas, materials, and documentation, as needed
• Attends meetings, takes notes, and distributes summaries or action items
• Maintains organization of tasks and workflows within CRM systems
• Track project timelines, deliverables, and deadlines to ensure projects stay on schedule
• Provides general administrative support to team members and leadership
• Assists with side projects and cross-functional initiatives, as assigned

2.Communication and Client Support: 

• Serves as a first point of contact by answering client calls, responding to inquiries, and routing communication appropriately
• Communicates professionally with current and prospective clients via phone and email
• Coordinates client meetings and follow-ups with internal teams
• Responds to client correspondence and ensures timely communication
• Liaises with external vendors and partners as needed

3. Financial and Accounting Support:  

• Prepares and issues client invoices, processes payments, and distributes confirmations
• Support reporting and provide status reports to project owners
• Performs basic account reconciliations (e.g., bank, credit card, and accounts receivable) to ensure accuracy of financial records
• Maintains and updates financial data in accounting systems such as QuickBooks
• Assists with tracking accounts receivable, following up on outstanding invoices, and resolving billing discrepancies
• Supports expense tracking, coding, and documentation for internal financial reporting
• Assists with month-end and year-end close processes, as needed
• Ensures accurate recordkeeping of financial transactions and supporting documentation
• Communicates with clients regarding billing, payments, and financial inquiries

4. Documentation and Records:

• Creates, monitors, and completes tasks within CRM systems
• Maintain and organize project documentation, records, and deliverables to ensure accuracy and accessibility
• Ensures documentation is up to date and accessible for team use
• Supports data entry and database management across systems

5. Process Support: 

• Conducts research to support business initiatives and team needs
• Assists in identifying opportunities to improve administrative processes and workflows
• Supports implementation of improved systems and procedures
• Completes additional research or administrative tasks, as needed
• Ensure alignment between operational, administrative, and project goals across teams

Qualifications

• Strong working knowledge of Microsoft Office Programs (e.g. Word, Excel, PowerPoint, and Teams)

• Experience with CRM Systems (e.g. Salesforce or Hubspot) and experience with Project Management Software (e.g. Zoho, Basecamp, Monday.com, etc.)

• Experience with accounting software such as Quickbooks (preferred)
• Moderate understanding of accounting principles (e.g., reconciliations, accounts receivable, invoicing)
• Excellent written and verbal communication skills

• Strong attention to detail and accuracy, especially with financial data

• Ability to multitask and prioritize effectively

• Strong organizational and time management skills

• Team player with a positive “can do” attitude

• Knowledge of the financial services industry, preferred

• Bachelor’s Degree plus 3 years of experience in a related field; or, alternatively, high school diploma plus 5 years of experience in a related field

The pay range for this role is:

50,000.00 – 75,000.00 USD per year (United States)