Administrative and Financial Services Coordinator

ADMINISTRATIVE & FINANCIAL SERVICES COORDINATOR 

Schnake Turnbo Frank is seeking an Administrative & Financial Services Coordinator to join our team. This is an important role within the firm, combining accounting and financial support, project and billing management, executive support, and office operations. This is a full-time, hybrid position with the expectation of at least 4-days in-office in Oklahoma City or Tulsa. 

This role is designed for an administrative professional who brings strong judgment, financial aptitude, organizational excellence, and the ability to anticipate needs, take ownership of processes, and work confidently with limited supervision. 

This position is designed for someone who wants to grow professionally and take on increasing responsibility over time, and works closely with our Administrative Services Manager, CFO, and senior leadership team. 

What You'll Do 

Accounting, Billing & Financial Support: A significant part of this role involves supporting the firm's day-to-day accounting and financial operations. Responsibilities include: 

• Assist with accounts payable and accounts receivable, including vendor invoices, payments, client payments, deposits, credits, and adjustments. 

• Coordinate monthly client billing and help ensure time, expenses, project allocations, and billing instructions are accurate. 

• Monitor outstanding receivables and assist with client collection efforts. 

• Research and resolve billing discrepancies, payment issues, credits, unapplied funds, and other accounting questions. 

• Assist with financial reporting, projections, forecasting, budgeting, and trend analysis. 

• Support month-end, quarterly, semiannual, and year-end reporting. 

• Review financial and project information for inconsistencies, unusual activity, or potential concerns and bring them to the appropriate person's attention. 

Project & Financial System Management: This team member will become a key internal user of BQE CORE, our project management and accounting system. Tasks include: 

• Set up and maintain clients and projects, including budgets, fee structures, billing arrangements, assignments, and project allocations. 

• Monitor project hours, budgets, billing status, and financial performance. 

• Track employee and contractor time entry and help ensure deadlines are met. 

• Maintain accurate project information throughout the life of an engagement. 

• Prepare project and financial reports that help leadership evaluate revenue, utilization, profitability, and overall project performance. 

• Work with project managers to identify and resolve project or billing issues. 

Executive, Administrative & Office Support: This role also provides administrative and operational support to senior leaders and the firm, including: 

• Coordinate complex calendars, meetings, and schedules. 

• Prepare correspondence, documents, meeting materials, and follow-up items. 

• Anticipate needs and help leadership stay ahead of deadlines and commitments. 

• Serve as a professional and welcoming in-office contact for clients and visitors. 

• Help coordinate vendors, supplies, equipment, meetings, and office needs. 

• Manage special projects and follow them from beginning to completion. 

Who We're Looking For 

We are looking for someone who combines financial aptitude, strong organizational skills, sound judgment, and initiative. The ideal candidate will have: 

• A high school diploma, GED, or equivalent combination of education, training, and related experience.

• At least three years of progressively responsible experience in administration, accounting, office coordination, business operations, or a related area. 

• Experience with accounts payable, accounts receivable, billing, financial reporting. 

• Experience with project accounting, time and billing, practice-management, or financial management systems. 

• Strong Excel skills and comfort working with spreadsheets, reports, and project budgets. 

• Excellent attention to detail and a commitment to accuracy. 

• Strong analytical and critical-thinking skills. 

• The ability to recognize discrepancies, research issues, and work toward solutions. 

• The ability to manage multiple priorities and deadlines with limited supervision. 

• Strong written and verbal communication skills. 

• A high level of professionalism, discretion, and confidentiality. 

• Strong technology skills and the ability to learn new systems quickly. 

• A collaborative, client-service mindset. 

The Person Who Will Thrive in This Role 

You may be a great fit if you are someone who: 

• Takes ownership rather than waiting to be told every next step. 

• Notices when numbers, information, or processes don't make sense and investigates why. 

• Understands that accuracy in billing, project information, and financial records matters. 

• Can move comfortably between accounting work, project coordination, executive support, and office responsibilities. 

• Enjoys improving processes and finding better ways to get things done. 

• Is dependable, organized, and comfortable being accountable for important deadlines. 

• Wants to understand the "why" behind the work, not simply complete a checklist. 

• Is interested in growing professionally and potentially assuming supervisory or office leadership responsibilities in the future. 

Why You'll Want to Work With Us 

We offer a competitive compensation and benefits package, including: 

• Salary range: $42,000–$52,000 

• Robust benefits package featuring medical, dental, vision, life, and disability coverage, with employer contributions available for eligible plans 

• 15+ paid company holidays 

• Generous paid time off, including Vacation and Paid Time Off (PTO) 

• Opportunities for professional growth and increased responsibility 

• A supportive, collaborative, mission-driven workplace 

Schnake Turnbo Frank provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.