Accounting Operations Coordinator (Part Time Direct Hire)

Job Description

Accounting Operations Coordinator- Part-Time (Regular)

Typically, 2025 hours per week, with flexibility during seasonal peak periods.

Job Summary

The Accounting Operations Coordinator (Part Time) is primarily responsible for Business Licenses, Mail, and Check Requests. This role is responsible for a portfolio of recurring corporate administrative processes that support the Accounting, Tax, Legal, Payroll, Accounts Payable, and other Finance functions.

This position owns the day-to-day execution of assigned administrative processes from start to finish, including preparing filings, maintaining documentation, coordinating approvals, tracking deadlines, organizing corporate records, and working with internal stakeholders and external agencies to ensure activities are completed accurately and on time.

In addition to executing recurring responsibilities, this role is expected to continuously improve how work is organized and managed by developing standardized documentation, maintaining efficient tracking tools, organizing shared information, documenting procedures, and identifying opportunities to simplify recurring processes.

Success in this role requires exceptional organization, attention to detail, strong follow-through, intermediate Excel skills, and the ability to independently manage multiple recurring priorities throughout the year.

Essential Functions

Corporate Administrative Operations

• Administer recurring corporate administrative processes supporting Accounting, Tax, Legal, Payroll, Accounts Payable, and other Finance functions.
• Independently manage annual calendars and recurring deadlines to ensure work is completed accurately and on time.
• Monitor shared mailboxes, receive and distribute incoming correspondence, and track outstanding items through completion.
• Coordinate with internal departments and external service providers to obtain information, approvals, signatures, and supporting documentation.

Business License Administration

• Own the end-to-end administration of the Company's business license renewal process.
• Prepare, submit, and maintain business license applications, renewals, and supporting documentation.
• Coordinate required approvals, payments, signatures, and follow-up activities.
• Maintain complete electronic records of licenses, filings, correspondence, and supporting documentation.
• Develop and maintain standardized reference files containing recurring information commonly required across business license filings.
• Continuously improve filing processes by reducing duplicate effort, improving documentation, and creating reusable resources that increase efficiency.

Administrative Process Improvement

• Develop, organize, and maintain electronic filing systems and shared reference materials that improve efficiency and consistency across recurring administrative processes.
• Maintain and continuously improve departmental tracking tools, including Excel-based trackers used to monitor recurring filings, deadlines, and administrative activities.
• Recommend and implement practical process improvements that simplify recurring work, improve visibility, and reduce manual effort.
• Document standard operating procedures and maintain practical job aids to support consistency and cross-training.

Tax & Property Tax Administration

• Receive, organize, and distribute tax notices and governmental correspondence.
• Maintain tracking logs and follow-up schedules to support timely responses.
• Coordinate administrative support for annual property tax activities, including receipt, organization, and tracking of notices and supporting documentation.
• Assist internal teams and external service providers with recurring administrative requirements.

Vendor Administration (Backup Responsibility)

• Provide backup support for vendor onboarding and vendor maintenance activities.
• Review vendor setup requests for completeness and required documentation prior to submission.
• Coordinate with Accounts Payable and business owners to resolve missing information.
• Maintain organized vendor documentation and records.

Other Administrative Responsibilities

• Coordinate recurring inventory reporting and distribution processes.
• Process and distribute payroll-related correspondence.
• Assist with additional recurring administrative responsibilities as corporate needs evolve.
• Participate in special projects supporting continuous improvement across Finance and related corporate functions.

Qualifications

• Associate's degree preferred; equivalent experience will be considered.
• Three or more years of experience in corporate administration, accounting support, legal administration, finance operations, or a similar business support environment.
• Demonstrated success independently managing multiple recurring responsibilities and deadlines.
• Intermediate Microsoft Excel skills, including formulas, tables, sorting, filtering, data organization, and maintaining tracking workbooks.
• Strong proficiency with Microsoft Outlook, Word, Teams, and electronic document management.
• Excellent organizational and time management skills.
• Strong written and verbal communication skills.
• Ability to organize information logically and develop practical systems that improve efficiency.
• High level of accuracy, attention to detail, and follow-through.
• Ability to exercise sound judgment and maintain confidentiality.

Work Location Details

Work Location: Home Office - Coppell, TX

Work Schedule: Hybrid

• Onsite: Tuesdays, Wednesdays, and Thursdays
• Work from Home: Mondays and Fridays