Finance & Operations Coordinator

The Institutes • Malvern, PA

6d

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 operations, accurate financial tracking, and high-quality administrative support.

The Coordinator supports accounts receivable activities, maintains data accuracy, assists with reporting and analytics, coordinates operational workflows, and contributes to system and process improvement initiatives. The position also supports the Tracker & Operations Manager in maintaining operational efficiency, reporting visibility, and organizational data integrity.

Requirements

• Associate degree or equivalent experience required.
• Strong proficiency in Microsoft Office applications, including Excel, Outlook, Word, and PowerPoint.
• Strong analytical, organizational, and problem-solving skills.
• Exceptional oral and written communication skills and the ability to communicate professionally and effectively with people throughout the organization and externally.
• 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 while maintaining accuracy and attention to detail.
• Highly organized and self-motivated, with the ability to prioritize multiple responsibilities and meet deadlines 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 while handling financial information, reports, commissions, operational data, and internal business information.

Nice To Haves

• Bachelor’s degree preferred.
• 1+ years of experience in billing, finance support, operations, reporting, administrative support, or related business operations roles preferred.
• Experience supporting accounts receivable, operational reporting, data management, or financial tracking activities preferred.
• Experience working 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 about outstanding balances.
• Process and monitor incoming payments, verify receipts, maintain billing records, and support revenue tracking.
• Generate and maintain financial and operational reports related to accounts receivable, billing status, payment tracking, sponsorships, advertising, events, and related business 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 regularly scheduled and ad hoc operational reports and analytics.
• Support operational workflows and process improvement initiatives intended to improve efficiency, reporting visibility, and cross-functional coordination.
• Maintain data hygiene and identify inconsistencies, gaps, or process issues within 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 working relationships with internal stakeholders, external partners, clients, and vendors.
• Perform additional operational, financial, reporting, and administrative duties as assigned.

Benefits

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

What This Job Offers

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