Finance & Administrative Coordinator

Edgefactory Inc.•Orlando, FL

3d•Onsite

About The Position

A full-time Finance & Administrative Coordinator supporting the Chief Financial Officer in key areas of accounting, sales, human resources, and general administration. This position will work Monday – Friday (9am – 5pm) in our Orlando Office.

Requirements

3-5 years of experience in bookkeeping, accounting administration, office management, or a related business operations role
Experience managing accounts receivable, accounts payable, and bookkeeping functions in QuickBooks Online preferred
Must be well-versed in all areas of QuickBooks Online; Microsoft Office including SharePoint, Word, Excel, PowerPoint
Knowledge of Salesforce CRM

Nice To Haves

Bachelor’s Degree or equivalent experience preferred.

Responsibilities

Manage & Coordinate Accounts Payable & Receivable: Manage collections efforts for outstanding accounts receivable, including client communications, follow-up, and escalation of invoices exceeding established aging thresholds.
Update Accounts Receivable tracking spreadsheet on a day-to-day basis
Prepare final invoices: true-up travels (prepare comparison), add change orders, apply payments and late fees. All done through our invoice platform (Salesforce)
Process customer credit card payments using Square online platform.
Process weekly timesheets from previous week: update PTO Advanced Accruals report; enter contractor timesheets into Accounting Software (QuickBooks)
Job-cost & categorize company credit card transactions
Track signed quotes (PandaDoc)
Update sales forecast bi-weekly, including a Business Development deck
Update Master Job Profitability report by quarter
Enter new projects into Harvest, a time-keeping platform, and determine budget hours
Set-up new contractors and vendors into QuickBooks, obtain W9s and ACH payment information
Update Operating Budget Monthly
Track vendor invoices for large shows
Assist with month-end and year-end close processes
Reconcile bank and credit card accounts
Maintain accurate general ledger coding
Send onboarding paperwork to employees and contractors; update QuickBooks and Master Directory
Complete Employee Status Change forms
Create offer letters
Maintain employee and contractor rates spreadsheet
Set-up new users in Harvest
Assist Executive & Service Team with assistance in building Quotes / Scope creation.
Prepare Open/Closed Opportunity reports and custom reports
Update Salesforce Standard Operating Procedures handbook
Set-up PandaDoc accounts for all Salesforce users
Complete supplier/procurement registrations
Complete ASANA (a work management platform) tasks as assigned
Assist with special projects and company initiatives as assigned
Work with the Executive Team to plan and coordinate team-building activities
Proofread materials as needed
Maintaining employee records and documentation
Identify opportunities to improve administrative, accounting, and operational processes and assist in implementing process improvements
Exceptional organizational skills with the ability to manage multiple priorities, deadlines, and stakeholders simultaneously while maintaining a high degree of accuracy and attention to detail