Administrative Coordinator

TimbukTech Inc • Canton, IL

3d

About The Position

We’re TimbukTech, a small, relationship-first IT services company with over 20 years of serving small businesses in central and west central Illinois. Client happiness and team happiness are everything—growth is just a happy side effect. Our clients stick around because we truly listen, solve real problems, and deliver with honesty and integrity. Our team stays because we treat each other like family.
We’re looking for a detail-oriented and reliable Admin Coordinator who shares our values and will help keep our financial and operational foundation running smoothly and accurately.
You’ll join our close-knit team and play a key behind-the-scenes role supporting our Finance Manager and the rest of the company. This position handles a variety of important recurring tasks in bookkeeping, invoicing, receivables, payables, and operations. You’ll also become proficient in our CRM system, help train team members on it, and contribute to improving policies and procedures within the system.
You’ll help ensure everything stays organized, timely, and accurate so the whole team can focus on delivering great service to our clients. We keep things straightforward and supportive — no high-pressure environment, just steady, meaningful work in a team that truly has each other’s backs.
We’re currently working on automating parts of the monthly agreement billing process, so some tasks may become even simpler over time.

Requirements

• 1–3+ years of experience in bookkeeping, accounts receivable/payable, or administrative finance support (QuickBooks Online experience is a big plus)
• Excellent attention to detail — you naturally notice when things aren’t quite right and enjoy keeping everything organized
• Strong organizational skills and the ability to manage recurring tasks independently while collaborating with the team
• Comfortable with Microsoft 365 apps and basic tools (we keep our systems straightforward)
• Reliable, trustworthy, and comfortable handling sensitive financial information
• A calm, positive attitude and a genuine desire to support the team
• Willingness to learn our HaloPSA system thoroughly and help others use it effectively

Nice To Haves

• You enjoy a mix of routine tasks and occasional variety, and you take real satisfaction in knowing your work helps everything run smoothly behind the scenes
• You believe in doing things accurately and honestly, without shortcuts
• You like working in a small, supportive team where your contributions are appreciated and you can see the direct impact of your efforts
• You’re helpful by nature, enjoy learning new systems, and are open to pitching in on training and process improvements

Responsibilities

• Minor Bookkeeping tasks (Account Categorizing & Review)
• Receiving and applying customer payments
• Reviewing client emails daily through our CRM, and handling related follow-ups
• Misc Special projects to support the rest of the team
• Preparing and sending our Monthly Agreement Billing
• Handling Time & Material (T&M) invoicing
• Submitting sales tax forms and entering the related payments into QBO
• Preparing payroll worksheets and journal entries (including paying Simple IRA contributions)
• Conducting the monthly accounting review with the Finance Manager — reviewing expense splits, reconciling liability accounts, clearing non-reconciled transactions, and checking pre-paid expenses and deferred revenue
• Collecting and issuing bill pay reports
• Reviewing and processing employee expense reports
• Manage inventory across our warehouses
• Take on special projects as they come up to support the team and help the company run even better
• Become knowledgeable in our CRM system and help train other team members on its use
• Contribute to developing and improving policies and procedures and other tools we use

Benefits

• Competitive salary with bonus opportunities tied to company growth and performance
• Simple IRA Retirement Plan with 3% company match
• Medical, Dental, and Vision Insurance – 100% employee coverage, 50% dependent coverage
• Life Insurance
• Paid Time Off
• Company-provided lunches twice a week
• Ongoing training and opportunities to expand your role

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed
• Number of Employees: 1-10 employees