Finance & Operations Coordinator

The Institutes • Malvern, PA

6d • Onsite

About The Position

The Finance & Operations Coordinator supports CLM’s financial, operational, and reporting functions through billing administration, revenue tracking, operational reporting, system support, and cross-functional coordination. The role works with internal departments—including Partnerships, Events, Marketing, Compliance, and Leadership—to support efficient processes, accurate financial tracking, and administrative operations. It is a key resource for accounts receivable activities, data accuracy, reporting and analytics, operational workflows, and system and process improvement initiatives. The coordinator also supports the Tracker & Operations Manager in maintaining operational efficiency, reporting visibility, and organizational data integrity.

Responsibilities include invoice preparation and follow-up, monitoring and recording payments, maintaining billing records, responding to billing inquiries, researching discrepancies, and producing financial and operational reports. The role also helps maintain operational data, databases, reporting systems, and documentation; prepares scheduled and ad hoc reports and analytics; coordinates with internal departments and external vendors; and supports operational projects, workflow improvements, and business systems. The employer is The Institutes, a not-for-profit organization with diverse affiliates focused on risk management and insurance. The organization describes its work environment as friendly and team-focused and emphasizes work-life balance.

Requirements

• Associate degree or equivalent experience required.
• At least 1 year of experience in billing, finance support, operations, reporting, administrative support, or related business operations roles preferred.
• Strong proficiency in Microsoft Office applications, including Excel, Outlook, Word, and PowerPoint, required.
• Strong analytical, organizational, and problem-solving skills required.
• Ability to communicate professionally and effectively in oral and written communications across internal and external audiences.
• Basic understanding of accounting principles, accounts receivable processes, financial reporting, and operational business practices.
• Ability to identify issues, analyze information, solve problems, and recommend practical solutions with accuracy and attention to detail.
• Ability to prioritize multiple responsibilities, meet deadlines, and work in a fast-paced environment.
• Ability to establish and maintain effective working relationships across departments, vendors, clients, and leadership teams.
• Ability to maintain strict confidentiality when handling financial information, reports, commissions, operational data, and internal business information.

Nice To Haves

• Bachelor’s degree preferred.
• Experience supporting accounts receivable, operational reporting, data management, or financial tracking activities preferred.
• Experience with CRM systems, databases, reporting tools, event platforms, or business applications preferred.
• Experience with chapter or community management is a plus.

Responsibilities

• Prepare and send invoices, payment reminders, and follow-up communications regarding outstanding balances.
• Process and monitor incoming payments, verify receipts, maintain billing records, and support revenue tracking.
• Generate and maintain financial and operational reports concerning accounts receivable, billing status, payment tracking, sponsorships, advertising, events, and related activities.
• Respond to billing inquiries, research discrepancies, assist with resolving issues, and update internal teams on payment status and account activity.
• Generate monthly reports and assist with commission verification and related financial tracking.
• Maintain the accuracy and organization of operational data, reporting systems, and internal databases.
• Assist with developing, preparing, and distributing scheduled and ad hoc operational reports and analytics.
• Support operational workflows and process improvement initiatives to improve efficiency, reporting visibility, and cross-functional coordination.
• Maintain data hygiene and identify inconsistencies, gaps, or process issues in operational systems and reporting tools.
• Coordinate with internal departments and external vendors on operational initiatives, reporting needs, and system-related projects.
• Provide administrative and operational support for business systems, applications, reporting tools, and process documentation.
• Support the Operations Manager with operational projects, reporting analysis, workflow coordination, and other assigned strategic initiatives.
• Maintain positive and professional relationships with internal stakeholders, external partners, clients, and vendors.
• Perform additional assigned operational, financial, reporting, and administrative duties.

Benefits

• 401(k) plan with company contribution up to 16%.
• Generous time off package including paid vacation, personal, sick, and holidays.
• Paid maternity and parental leave.
• Tuition reimbursement.
• Medical, dental, vision, and prescription coverage.
• Free lunch every day when working on campus.
• Onsite fitness center.
• Access to a 1.25-mile walking path.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree