Administrative Coordinator

Theo Agency•Portland, OR

1d•Hybrid

About The Position

Theo is a performance media agency built for brands that care about outcomes, not theater. We partner with ambitious companies to design and execute systems that drive real growth—across media, creative, analytics, and technology. Our work spans performance marketing, content, data, and proprietary tools, all engineered to connect businesses with real people. The Administrative Coordinator role is pivotal in ensuring the smooth functioning of our office operations, reporting to and working closely with the Director of Finance & Operations. Ideal candidates are those who have administrative and bookkeeping experience, specifically with QuickBooks online. This is full-time position at a minimum of 32 hours, generally Monday - Thursday, 8:00 AM - 5:00 PM. There is potential to work up to 40 hours some weeks, with flex hours added on Fridays if needed. Candidates must be local to the Portland, OR metro and able to commute to our office, with the option for some hybrid work in the future.

Requirements

High school diploma or GED required
1+ years of operations or administrative support experience
Demonstrated high level of detail-oriented accuracy and timeliness in completing duties
Ability to multitask and adapt in a fast-paced environment
Proficient with Microsoft Office Suite or related software

Nice To Haves

Associate degree in accounting or business preferred
Familiarity with QuickBooks or a similar accounting software strongly preferred
Agency experience a plus, but not necessary
Experience working in a team environment

Responsibilities

Assist with general office management tasks such as ordering kitchen and office supplies, receiving mail/packages, scheduling cleanings, utility management, etc.
Support with a variety of administrative, HR, and bookkeeping tasks (primarily within the accounts payable cycle)
Responsible for new vendor setup; W-9 collection and filing; Data entry of vendor invoices; Schedule & process payments using checks and online banking (ACH & bill pay functions)
Categorize expense transactions in QuickBooks Online daily, ensuring consistency and accuracy
Locate & save transaction receipts in appropriate folders, scan paper receipts for filing if necessary
Provide support to Director of Finance & Operations & CPA for annual tax preparation
Provide ad hoc support to leadership as needed
Assist with planning company events (monthly, annually or special client events)