Finance & Administrative Operations Coordinator

This is a fully remote position, open to applicants in United States.

📋 Description

• Conduct weekly reviews of accounts receivable aging and highlight overdue balances.

• Take charge of payment follow-ups for overdue accounts and keep a list of open items.

• Assist with QuickBooks Desktop by managing payments, deposits, customer records, statements, and accounts receivable reporting.

• Collaborate with receivables and collections contacts regarding payment exceptions, aging items, unapplied credits, and open balances.

• Keep track of deposits from field-collected checks, cash, and money orders.

• Reconcile customer payments with bank transactions and QuickBooks records.

• Manage the project for physical check processing and follow up on outstanding items.

• Oversee Service Channel and other client billing systems, resolving any billing or payment discrepancies.

• Align invoice, customer, and payment records between RouteStar and QuickBooks.

• Create Excel-based reports, reconciliations, financial trackers, and administrative reports.

• Collect receipts and explanations for business-card transactions, identifying variances or missing documentation.

• Coordinate documentation requests with the bookkeeping team and address any outstanding queries.

• Prepare details for payroll support, including commissions, additional pay, reimbursements, pay-stub checks, and backup documentation.

• Collect and organize new-hire payroll information and maintain payroll-support documentation.

• Maintain weekly trackers for open items, follow-up logs, status updates, and checklists.

• Manage receipt and inventory systems; order office supplies and monitor supply requirements.

• Handle fleet-related administrative tasks and follow up with vendors and external partners.

• Prepare and route ad-hoc documents to support clients.

• Provide administrative assistance, including follow-ups, document preparation, record maintenance, scheduling, and task tracking.

• Assist with HR-related administrative coordination under designated advisors.

• Follow up with customers, vendors, bookkeepers, corporate contacts, and internal team members.

• Develop, document, and enhance recurring processes and Standard Operating Procedures (SOPs).

• Assist with additional operational and administrative tasks as assigned.

⛳️ Requirements

• Independent contractor based offshore; nearshore region is required.

• Full-time availability: 40 hours per week, Monday to Friday.

• Availability from 9:00 AM to 5:00 PM EST.

• Strong hands-on experience with QuickBooks Desktop is essential.

• Practical experience in accounts receivable is required.

• Experience in payment follow-up and collections coordination is necessary.

• Proficiency in payment and deposit reconciliation is required.

• Background in financial administration, bookkeeping, or accounting support is necessary.

• Strong skills in Microsoft Excel are required.

• Experience reconciling customer payments against banking and accounting records is preferred.

• Familiarity with Service Channel or similar client billing systems is advantageous.

• Experience with RouteStar is a plus.

• Payroll support experience is highly preferred.

• Operations or office administration experience is strongly preferred.

• Experience in vendor and customer communication is preferred.

• Small-business experience is greatly preferred.

• HR administration experience is preferred.

• Experience in inventory or fleet administration is a plus.

• Proficiency in English is required; bilingual Spanish is a plus.

• A native or near-native English accent is required (Level A-B).

• Practical experience in transactional finance and administration; general virtual assistant or office administration experience alone is insufficient.

• Proficiency with QuickBooks Desktop, Microsoft Excel, Microsoft Office, Google Workspace, RouteStar, Service Channel, client billing/multi-service billing portals, and payroll/timekeeping platforms is necessary.

• Ability to work independently, proactively follow up, identify discrepancies and exceptions, maintain organized trackers, and enhance/document workflows.

• Must operate under a Master Services Agreement and Statement of Work as an independent contractor, not as an employee.

🏝️ Benefits

• Competitive compensation rates.

• Weekly payment schedule.

• Availability of various open roles.

• Free training and opportunities for upskilling.

• Ongoing support and guidance.

• A vibrant community always ready to assist you.

• Flexible scheduling in alignment with client-preferred hours, subject to mutual written agreement.