Finance and Business Operations Coordinator

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 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.