Office Coordinator

Job Description

Job Description

Office Coordinator

We are seeking a dependable, organized, and detail-oriented Office Coordinator to join our team and play an important role in the day-to-day operations of our business. This part-time position is ideal for someone with experience in accounting, and human resources.

The Office Coordinator will work closely with ownership and management to ensure the business runs smoothly behind the scenes. The ideal candidate is someone who is comfortable working independently, managing confidential information, communicating with vendors and employees, and learning our systems and processes.

We are looking for someone who brings existing knowledge and experience but is also flexible, willing to learn, and comfortable taking on new responsibilities as the needs of the business grow.

Accounting & Financial Administration

• Process weekly accounts payable, including reviewing, entering accounting codes and paying invoices.

• Maintain organized and accurate financial records.

• Manage and monitor business bank accounts and assist with routine banking activities.

• Reconcile bank accounts and financial transactions as needed.

• Complete month-end balancing and assist with month-end financial procedures.

• Oversee the day-to-day use and organization of the company's accounting software.

• Ensure financial information is entered accurately and in a timely manner.

• Maintain vendor records and ensure invoices and payments are properly documented.

• Assist ownership with financial reporting, documentation, and administrative accounting needs.

• Identify discrepancies or issues and communicate them promptly to owners.

• Maintain confidentiality of all financial and business information.

Human Resources & Employee Support

• Oversee the administrative aspects of HR for a small business.

• Assist with recruiting and the hiring process for new employees.

• Coordinate interviews, employment paperwork, onboarding, and new-hire documentation.

• Maintain accurate and confidential employee records.

• Ensure employee files and required documentation remain organized and up to date.

• Track employee information and other HR-related documentation.

• Communicate company policies and procedures as directed by management.

• Help maintain a positive, professional, and organized workplace environment.

Office & Business Operations

• Serve as an administrative point of contact for vendors

• Communicate regularly with vendors regarding questions, needs, issues, invoices, and concerns.

• Build and maintain professional relationships with vendors and service providers.

• Coordinate office-related administrative tasks and business needs.

• Maintain organized electronic and paper records.

• Provide general administrative support to ownership and management as needed.

• Take initiative to identify tasks that need attention rather than waiting to be directed.

Qualifications

• Previous experience in accounting, bookkeeping, human resources, office administration, or business operations.

• Strong organizational and time-management skills.

• Excellent attention to detail and accuracy.

• Experience working with accounting or bookkeeping software.

• Familiarity with accounts payable, reconciliations, and month-end procedures.

• Understanding of basic HR practices and employee recordkeeping.

• Strong computer skills and the ability to learn new software and systems.

• Excellent written and verbal communication skills.

• Professional and confident communication with employees, vendors, and management.

• Ability to handle sensitive and confidential information appropriately.

• Ability to work independently while also being a team player.

• Strong problem-solving and follow-through skills.

• A willingness to learn our specific processes and systems.