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!

Wouch Maloney CPAs & Business Advisors