Finance & HR Administrative Coordinator

Position : Finance & HR Administrative Coordinator

Working Schedule : 8am-5pm EST

Salary Range :$$1800-$2200 USD Monthly (the final salary will be determined by the candidates level of experience and at the discretion of the client)

About the Company

We are one of the fastest-growing jewelry brands in the U.S. known for sensitive-earsafe earrings premium customer experience and a culture grounded in warmth care and excellence. We operate quickly communicate clearly and maintain extremely high standards across every touchpoint internal and external.

We are looking for a highly organized proactive detail-obsessed Finance & HR Administrative Coordinator who can support our finance team with bookkeeping and AP workflows while also running the administrative side of HR onboarding recruiting routing birthday gift coordination training logistics and helping our team feel cared for.

This is a high-ownership high-responsibility detail-heavy role.
The right person will be the heartbeat of our back office and a central point of consistency for our team.

What This Role Is (and Isnt)

This role IS:

• Finance and bookkeeping support (AP Ramp workflows)
• HR administration (scheduling onboarding routing logistics)
• Team experience (birthdays appreciation small thoughtful touches)
• Highly organized reliable and proactive
• Detail-oriented accuracy-driven work
• Fast communication fast execution
• Working directly with VP of Finance

This role IS NOT:

• HR compliance
• Handling employee disputes
• Policy creation
• Terminations
• Performance management
• Payroll processing
• Tax compliance (sales tax handled externally oversight from VP Finance)
  

This is not an HR Generalist role and not a Finance Manager role.
This is a Finance & HR Admin hybrid focused on precision responsiveness coordination and creating a great internal experience.

Key Responsibilities

Finance Operations (Primary 75%)

AP & Ramp Support

• Review verify and process incoming payment requests in Ramp
• Monitor the AP inbox and ensure requests move quickly
• Follow predefined approval workflows and escalate exceptions
• Maintain accuracy and completeness in all AP entries

Bookkeeping Support

• Categorize transactions and assist in maintaining clean books in Xero
• Reconcile Amazon Shopify and other sales channels via A2X
• Prepare documentation for weekly reconciliation reviews with the VP of Finance

Financial Admin

• Organize vendor documents and financial files
• Track recurring payments and ensure spend is logged correctly
• Support weekly finance processes (checklists provided)

HR Administration (Secondary 25%)

This is the second priority to the financial responsibilities. The HR portion of this role is centered around shuffling candidates and new team members to complete next steps no one lost in between 2026 well significantly increase efforts to attract content creators and affiliates and this role will help field them.

Recruiting Admin

• Monitor recruiting inbox daily
• Respond to applicants
• Route candidates to the correct next step
• Maintain candidate tracking based on various roles (Google Sheets or an ATS)

Onboarding Coordination

• Prepare onboarding checklists for new hires contractors
• Send documents collect signatures and ensure all steps are complete
• Book intro meetings and route the hire to the right internal owner

Training Coordination

• Set up recurring webinars and training sessions
• Create calendar invites gather materials handle reminders
• Ensure hosts/trainers can just show up and teach while you handle pre/post tasks

Employee Appreciation

• Track birthdays anniversaries milestones
• Coordinate gift ordering through established vendors
• Ensure team members feel seen and appreciated with personal touches
• Manage internal recognition workflows

Required Skills & Traits (Most Important Part of This Role)

1. Extremely detail-oriented

• You notice mistakes
• You triple-check work
• You care about accuracy
• You do not let things fall through the cracks

2. Exceptionally organized

• Multiple checklists
• Clean files
• Clear labeling
• You run a tight ship

3. Hyper-responsive

• Fast communication
• Same-day turnaround
• Always reachable during working hours
• Proactive updates without being asked

4. Strong written English warm tone

• Friendly
• Clear
• Professional
• You make people feel cared about

5. Process-driven

• You follow checklists
• You manage workflows
• You keep everything on track

6. High ownership

• You dont wait to be told
• You take responsibility
• You anticipate needs
• You solve problems before they show up

7. Tech-savvy

• Comfortable with tools
• Able to learn new workflows quickly

Required Experience

Must have:

• 4 years experience in administrative or operational roles
• Strong bookkeeping and AP experience (doesnt need to be advanced)
• Experience working in fast-moving environments
• Excellent English communication skills written and oral
• Experience coordinating schedules tasks or onboarding flows

Nice to have:

• Experience in e-commerce (Amazon/Shopify)
• Experience with finance-heavy admin roles
• Past work supporting executives or finance teams

Software Youll Use Daily

• Ramp
• Xero
• A2X
• Google Workspace (Docs Gmail Calendar Sheets)
• Slack

Success in This Role Looks Like

• Zero missed AP bills
• Zero missed AP approvals
• Clean accurate bookkeeping every week
• New hires onboarded smoothly and quickly
• Candidates responded to within 24 hours
• Trainings run like clockwork
• Employees feel celebrated and cared for
• VP of Finance feels supported not burdened
• Everything runs smooth predictable and organized
  

Required Experience:

IC