Administrative Coordinator Financial Operations

Job Description

The Administrative Coordinator Financial Operations provides high-level administrative and operational support to corporate departments. This role blends traditional administrative coordination with financial data support, including managing departmental operations, tracking revenue-related documentation, maintaining Excel spreadsheets, and assisting with basic account tracking (such as invoicing and billing support). This role serves as a key resource for department staff, handles confidential financial information with discretion, and acts as a liaison with other departments to facilitate smooth, compliant operations.

Essential Functions

• Data & Spreadsheet Management: Maintains, updates, and reviews departmental Excel spreadsheets, ensuring accuracy of financial data, tracking metrics, and formatting reports for leadership review.
• Manages administrative workflows, including processing and coding invoices, verifying support documentation, and routing for financial approvals.
• Project & Milestone Tracking: Supports departmental projects by tracking milestones, managing documentation, and providing regular status updates to stakeholders.
• Serves as the primary point of contact for internal and external inquiries, handling sensitive matters professionally and directing communications appropriately.
• Manages complex calendars for department leaders, scheduling high-priority meetings, conferences, and events while anticipating conflicts and ensuring smooth coordination.
• Maintains organized records, filing systems, and confidential information with high accuracy, adhering to compliance and privacy regulations.
• Assists with travel arrangements and processes related documentation, including itineraries and expense reports.
• Acts as a liaison to support cross-departmental collaboration and communication, proactively following up on action items and aligning department initiatives with organizational goals.

Qualifications

• H.S. Diploma or GED required; Bachelor's Degree in Business Administration, Finance, or related field preferred.
• 35 years of experience in an administrative or operational support role required.
• Prior experience in a public accounting firm, corporate finance department, or high-volume revenue cycle environment strongly preferred.
• Demonstrated experience with basic transactional accounting support (e.g., AP/AR, billing, or invoicing support) preferred.
• In-office Setting

Knowledge, Skills and Abilities

• Advanced knowledge of office management procedures, including scheduling, document preparation, and project support.
• Proficiency in Google Suite, Microsoft Office Suite (Word, Excel, PowerPoint), and experience with office technology and software.
• Strong numerical aptitude and attention to detail, with the ability to review financial documents, claims, or invoices for accuracy.
• Strong communication skills for engaging with executives, stakeholders, and department staff professionally.
• Excellent organizational skills with the ability to prioritize tasks, handle multiple responsibilities, and meet deadlines.
• High level of discretion and integrity when handling confidential financial and organizational data.