Administrative Coordinator – Financial Operations

Job Summary

The Administrative Coordinator Financial Operations provides high-level administrative and operational support to corporate departments. This role blends traditional administrative coordination with financial data support including managing departmental operations tracking revenue-related documentation maintaining Excel spreadsheets and assisting with basic account tracking (such as invoicing and billing support). This role serves as a key resource for department staff handles confidential financial information with discretion and acts as a liaison with other departments to facilitate smooth compliant operations.

Essential Functions

• Data & Spreadsheet Management: Maintains updates and reviews departmental Excel spreadsheets ensuring accuracy of financial data tracking metrics and formatting reports for leadership review.
• Manages administrative workflows including processing and coding invoices verifying support documentation and routing for financial approvals.
• Project & Milestone Tracking: Supports departmental projects by tracking milestones managing documentation and providing regular status updates to stakeholders.
• Serves as the primary point of contact for internal and external inquiries handling sensitive matters professionally and directing communications appropriately.
• Manages complex calendars for department leaders scheduling high-priority meetings conferences and events while anticipating conflicts and ensuring smooth coordination.
• Maintains organized records filing systems and confidential information with high accuracy adhering to compliance and privacy regulations.
• Assists with travel arrangements and processes related documentation including itineraries and expense reports.
• Acts as a liaison to support cross-departmental collaboration and communication proactively following up on action items and aligning department initiatives with organizational goals.
  

Qualifications

• H.S. Diploma or GED required; Bachelors Degree in Business Administration Finance or related field preferred.
• 35 years of experience in an administrative or operational support role required.
• Prior experience in a public accounting firm corporate finance department or high-volume revenue cycle environment strongly preferred.
• Demonstrated experience with basic transactional accounting support (e.g. AP/AR billing or invoicing support) preferred.
• In-office Setting
  

Knowledge Skills and Abilities

• Advanced knowledge of office management procedures including scheduling document preparation and project support.
• Proficiency in Google Suite Microsoft Office Suite (Word Excel PowerPoint) and experience with office technology and software.
• Strong numerical aptitude and attention to detail with the ability to review financial documents claims or invoices for accuracy.
• Strong communication skills for engaging with executives stakeholders and department staff professionally.
• Excellent organizational skills with the ability to prioritize tasks handle multiple responsibilities and meet deadlines.
• High level of discretion and integrity when handling confidential financial and organizational data.