Accounting & Administrative Coordinator

Accounting & Administrative Coordinator

HR Consulting Solutions is a full-service human resources consulting and executive search firm that has been retained by Housman Partners to conduct a search for an experienced Accounting & Administrative Coordinator to join their team in Paducah, Kentucky.

JOIN ONE OF WESTERN KENTUCKY'S MOST INNOVATIVE REAL ESTATE ORGANIZATIONS

Housman Partners is a growing, locally owned real estate organization with multiple business entities and a strong presence throughout Western Kentucky. Built on professionalism, responsiveness, innovation, and exceptional service, the organization has continued to grow while maintaining the personal, entrepreneurial culture of a locally operated business.

As Housman Partners continues to expand, we're looking for a highly organized, dependable, and detail-oriented Accounting & Administrative Coordinator to become an integral part of the team. This is not a traditional accountant position. Instead, it's a hands-on role for someone who enjoys keeping the financial and administrative side of a business organized and running smoothly. The successful candidate will support day-to-day bookkeeping and accounting functions while also assisting with real estate transaction compliance, escrow administration, payroll coordination, and light property management responsibilities.

If you're someone who loves organization, catches the details others miss, takes ownership of your work, and enjoys having variety in your day, this could be an excellent opportunity.

POSITION SUMMARY

The Accounting & Administrative Coordinator will report to the Director of Operations and provide accounting and administrative support for Housman Partners and its affiliated business entities.

The successful candidate will be responsible for maintaining accurate financial records, processing accounts payable and receivable, reconciling accounts, assisting with financial reporting, coordinating routine payroll administration, reviewing real estate transaction documentation for compliance, maintaining escrow records, and supporting limited property management activities. Housman Partners utilizes outside professional partners for specialized accounting and payroll functions, allowing this position to focus primarily on the day-to-day financial, bookkeeping, compliance, and administrative needs of the organization.

No two days will look exactly the same. We're searching for someone who is comfortable moving between accounting responsibilities and administrative projects, who doesn't need to be told every next step, and who takes pride in making sure things are completed accurately and on time. Real estate experience would be beneficial, but it is not required. The right candidate will have a solid foundation in bookkeeping or accounting support, proficiency with QuickBooks, excellent attention to detail and organizational skills, and the ability and willingness to learn the real estate-specific components of the position.

ESSENTIAL RESPONSIBILITIES

Accounting & Bookkeeping

• Maintain accurate financial records across multiple business entities.
• Process accounts payable and accounts receivable.
• Reconcile bank accounts and company credit cards.
• Record routine journal entries and intercompany transactions.
• Track income, commissions, expenses, and other financial activity.
• Assist with monthly financial reporting, including Profit & Loss statements and other routine reports.
• Maintain organized financial records and supporting documentation.
• Coordinate with the company's CPA on year-end accounting and other accounting needs.
• Prepare and process routine checks and payments.
• Help ensure financial information is accurate, organized, and readily available to leadership.

Real Estate Transaction Compliance

• Review real estate transaction files for completeness and compliance with company requirements.
• Verify that required documents are properly completed, signed, and maintained.
• Identify missing or incomplete documentation and communicate needed corrections to the appropriate team member.
• Maintain accurate transaction and commission records.
• Verify transaction accounting before commission payments are prepared.
• Prepare commission checks following required verification.
• Maintain organized closing and transaction documentation.
• Help ensure files are properly maintained and ready for final archival.

Escrow Administration

• Receive and process earnest money deposits.
• Maintain deposit confirmations and supporting documentation.
• Maintain accurate escrow records and spreadsheets.
• Assist with escrow account reconciliations.
• Research and resolve routine discrepancies.
• Ensure escrow documentation remains complete, accurate, and organized.

Payroll & Administrative Support

• Coordinate routine payroll information with the company's third-party payroll provider.
• Maintain payroll and employee records.
• Assist with onboarding and employment paperwork, including I-9s and W-4s.
• Maintain PTO and other routine employee records.
• Assist with employment verification and employee documentation.
• Maintain confidential financial, payroll, and personnel information.
• Coordinate administrative reminders and recordkeeping as needed.

Property Management Support

Housman Partners maintains a small portfolio of company-owned properties. This position will provide limited administrative support for those properties, including:

• Recording rent payments and security deposits.
• Maintaining tenant and lease records.
• Processing routine lease and payment notices.
• Coordinating maintenance vendors and scheduling repairs.
• Assisting with routine property inspections and maintenance scheduling.
• Maintaining accurate property management financial records.

This is not a traditional property management position. Property management represents a relatively small portion of the overall responsibilities of the role.

MINIMUM QUALIFICATIONS

Required Qualifications

• Two (2) or more years of professional experience in bookkeeping, accounting support, accounts payable/receivable, banking, financial administration, office accounting, or a closely related field.
• Working knowledge of fundamental bookkeeping and accounting principles.
• Proficiency with QuickBooks, including day-to-day bookkeeping, account reconciliation, transaction entry, and financial recordkeeping.
• Experience reconciling accounts and maintaining accurate financial records.
• High degree of numerical accuracy and exceptional attention to detail.
• Strong organizational and time-management skills.
• Ability to manage multiple priorities and meet deadlines.
• Proficiency with computers and the ability to learn new accounting, financial, and real estate software.
• Capable of working independently, solving routine problems, and taking ownership of responsibilities with minimal day-to-day supervision.
• Professional written and verbal communication skills.
• Ability to handle confidential financial, employee, and business information with discretion.
• Dependable, responsive, and comfortable working in a small-business environment where team members occasionally assist outside their primary area of responsibility.

Preferred Qualifications

• Three (3) or more years in bookkeeping, accounting, banking, financial administration, or a related field.
• Previous responsibility for financial activities across multiple business entities.
• Hands-on knowledge of accounts payable and accounts receivable processes.
• Background preparing or assisting with routine financial reports.
• Professional background in real estate, title, banking, mortgage, property management, or transaction coordination.
• Familiarity with real estate transaction documentation and compliance requirements.
• Demonstrated ability to coordinate effectively with outside CPAs, payroll providers, and other professional service partners.

Relevant professional experience will be given strong consideration. A bachelor's degree is not required for the right candidate.

WHO WILL BE SUCCESSFUL IN THIS ROLE?

The ideal candidate is:

• Highly organized and detail oriented.
• Dependable and responsive.
• Comfortable working with numbers and financial information.
• Naturally proactive and self-motivated.
• Able to identify what needs to be done and take ownership of it.
• Comfortable balancing several different responsibilities.
• Accurate and conscientious.
• Professional and trustworthy.
• Comfortable working independently while remaining part of a collaborative team.
• Resourceful and willing to learn.
• Flexible and willing to help wherever needed.
• Someone who enjoys creating order, maintaining accurate records, and making sure nothing falls through the cracks.
• Interested in building a long-term career with a growing local organization.

SCHEDULE

This is a full-time, on-site position located in Paducah, Kentucky.

• The typical schedule includes four full workdays from 8:00 a.m