Financial & Operations Coordinator

Overview: The Financial & Operations Coordinator will own routine financial administration while providing organized operational support to the Director of Operations.

This role brings together bookkeeping support, invoicing, accounts receivable, Shopify and store administration, financial documentation, and recurring operational tasks currently spread across multiple team members.

Primary Areas of Responsibility

Financial Operations

• Process receipts, invoices, bills, and reimbursements
• Track billable expenses and marketing allocations
• Enter and categorize routine transactions in QuickBooks Online
• Attach supporting documentation to transactions
• Assist with accounts payable and accounts receivable
• Create and send agent invoices and monthly statements
• Apply payments and monitor outstanding balances
• Prepare credit card statements and documentation for reconciliation
• Maintain separate and accurate records for LandGuys and related LLCs
• Flag missing, duplicate, unusual, or unclear transactions

Shopify & Store Operations

• Enter and update products in Shopify
• Maintain inventory quantities and product information
• Track shipping charges and related receipts
• Create agent receivables and invoices
• Monitor unpaid store balances
• Reconcile Shopify orders with QuickBooks records
• Coordinate with office staff to ensure orders are shipped and billed completely
• Review product pricing, costs, and margins to support accurate billing and store profitability

Operations Support

• Assist the Director of Operations with recurring administrative and operational tasks
• Maintain trackers, project lists, and follow-up items
• Pull reports and organize data for review
• Prepare information for meetings and management review
• Prepare drafts of trackers, checklists, and process documents
• Assist with data entry, reporting, and system updates
• Follow up with staff or agents for missing information
• Update project status and action-item lists
• Coordinate routine communication and documentation
• Organize documents, reports, and supporting records
• Organize records for compliance, operational, or financial reviews
• Help document and update standard operating procedures
• Maintain organized files in OneDrive and SharePoint
• Support implementation of new systems and workflows
• Track deadlines and confirm assigned action items are completed
• Help identify process gaps, repeated issues, and opportunities for improvement

Working Relationship with the Director of Operations

The Financial & Operations Coordinator serves as an administrative and operational support partner to the Director of Operations.

This position is responsible for preparing information, maintaining systems, coordinating follow-up, and executing established processes. The role supports decision-making by ensuring information is organized, accurate, and current.

The position does not have authority over company policies, staff management, strategic initiatives, financial decisions, or final operational decisions unless specifically delegated.

Required Skills & Experience

• Two or more years of bookkeeping, accounting support, financial administration, or operations coordination experience
• Strong working knowledge of QuickBooks Online
• Experience with accounts payable and accounts receivable
• Strong attention to detail and accuracy
• Excellent organizational and document-management skills
• Ability to follow written procedures consistently
• Ability to manage recurring deadlines without constant supervision
• Strong written and verbal communication skills
• Ability to handle confidential business and financial information appropriately
• Strong problem-solving skills and willingness to ask questions before making assumptions
• Proficiency with Microsoft 365 applications, including Excel, Outlook, OneDrive, and SharePoint

Preferred Experience

• Experience with Shopify administration, inventory management, invoicing, or reconciliation
• Experience supporting business operations, project tracking, or workflow management
• Experience maintaining SOPs and process documentation
• Experience handling high transaction volumes
• Experience tracking budgets, billable expenses, allocations, or operational metrics
• Familiarity with rural real estate, brokerage operations, land services, or multi-entity businesses

Success in This Role

Success in this position means both the financial and operational sides of the business stay organized, current, and moving forward.

The Financial & Operations Coordinator will be successful when:

• Financial workflows remain current without backlog
• Agent invoices and statements are accurate and timely
• Shopify orders, inventory, shipping, and billing remain aligned
• Records are complete and ready for review
• Financial documentation is organized, accurate, and easily accessible
• Operational trackers, project lists, and follow-up items stay current
• Deadlines, recurring tasks, and action items are consistently tracked and completed
• The Director of Operations spends less time gathering information, entering data, organizing records, and chasing routine tasks
• Staff members experience clearer responsibilities and fewer handoff delays
• Process issues are identified before they become larger problems
• New workflows, documentation, and operational improvements are supported and maintained effectively

How to Apply

To apply for position with LandGuys, please submit your resume outlining your qualifications, experience, and why you are passionate about joining our team to ***email_hidden***. We look forward to reviewing your application and discussing this exciting opportunity further.

Note: This job description is intended to convey information essential to understanding the scope of the position and is not an exhaustive list of responsibilities, duties, and skills required. Responsibilities may evolve and change over time based on business needs and individual performance.