Administrative Coordinator

Administrative Coordinator 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 Run necessary reports to prepare, review, and finalize client invoices on Excel spreadsheet and run reports at end of billing period 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 Administrative & Firm Support Open new clients, add projects, maintain client information in Axcess Prepare, format, proofread, and finalize documents using Microsoft Word Create and maintain spreadsheets and track logs in Excel Assist with client correspondence, engagement letters, and deliverables Maintain organized electronic and physical filing systems, according to record retention guidelines Manage reception duties, including phones, mail, and office supplies Process & Workflow Management Track tasks and ensure timely follow-through Monitor administrative workflows and identify inconsistencies Coordinate communication between staff, partners, and vendors Required Skills & Qualifications 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 Preferred Experience 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 Benefits 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!