Finance & Business Administration Coordinator

Finance & Business Administration Coordinator

The Finance & Business Administration Coordinator plays a critical role in supporting the company's financial operations, customer account administration, procurement processes, and vendor management activities. This position serves as a key liaison between customers, vendors, sales, and accounting, ensuring accurate billing, timely collections, efficient procurement, and compliance with financial and regulatory requirements.

The ideal candidate is highly organized, detail-oriented, and comfortable managing multiple operational and financial workflows while maintaining excellent customer service.

Role and Responsibilities:

Customer Account Administration

• Manage customer portal administration, including user access control, account settings, and auto-pay configurations.
• Respond to customer inquiries related to billing, account setup, and payment processing.
• Serve as a point of contact for customer-facing administrative and financial requests.

Billing & Accounts Receivable

• Monitor and manage the accounting mailbox, responding to billing and payment inquiries.
• Generate monthly recurring invoices and daily invoices for project-based and ad hoc services.
• Process invoice adjustments, corrections, and account updates as needed.
• Perform quality assurance reviews to ensure billing accuracy and completeness.
• Reconcile customer budgets and accounts receivable balances.
• Support collections activities and follow up on outstanding invoices.
• Maintain accurate customer financial records within QuickBooks Online.

Accounting & Bookkeeping

• Perform basic bookkeeping functions in QuickBooks Online.
• Process and record daily bank deposits.
• Complete daily bank reconciliations and account matching activities.
• Maintain financial records and ensure data accuracy across accounting systems.
• Assist with month-end financial close activities as assigned.

Procurement & Sales Operations

• Manage post-sales operational processes to ensure orders are properly processed, procured, received, delivered, invoiced, and paid.
• Coordinate with internal teams to ensure accurate order fulfillment and billing.
• Review procurement data to ensure pricing, costs, and margins are accurate.
• Research and source competitive vendor pricing to optimize company profitability.
• Track procurement activities and maintain accurate purchasing records.

Vendor Management & Accounts Payable

• Manage vendor relationships related to tax documentation, exemptions, and compliance requirements.
• Review and reconcile vendor invoices for accuracy prior to payment.
• Perform accounts payable data entry and record maintenance.
• Maintain vendor records and supporting documentation.
• Prepare and manage sales tax support documentation.
• Coordinate annual 1099 vendor reporting and related compliance activities.

Compliance & Administrative Support

• Assist with business license applications, renewals, and compliance documentation.
• Maintain organized financial and procurement records.
• Support audits and compliance reviews by providing the requested documentation.
• Identify opportunities to improve operational efficiency and process accuracy.

Requirements

Behavioral Expectations and Performance Standards

Demonstrate proactive ownership of assigned networks and solution projects from discovery to completion. Communicate clearly with peers, clients, and leadership regarding project readiness and capacity. Balance architectural foresight with execution excellence documenting before, during, and after each engagement. Model professionalism, teamwork, and consistency; avoid rework or bypassing process controls.

Qualifications

Required

3+ years of experience in accounting, bookkeeping, billing, procurement, or business operations.

Experience with QuickBooks Online.

Strong understanding of Accounts Receivable and Accounts Payable processes.

Proficiency with Microsoft Office, particularly Excel.

Exceptional attention to detail and organizational skills.

Strong written and verbal communication skills.

Ability to manage multiple priorities and meet deadlines.

Preferred

Experience in an IT services, managed services, technology reseller, or professional services environment.

Knowledge of sales tax requirements and exemption management.

Experience with vendor management and procurement processes.

Familiarity with collections and customer account administration.