Accounting & Compliance Coordinator

We are seeking a detail-oriented, highly organized Accounting & Compliance Coordinator

to oversee core financial processes, payroll administration, sales forecasting, and office operations. In this role, you will be responsible for end-to-end accounting coordination, sales pipeline tracking, client and employee onboarding, and administrative support across multiple client portals.

• Weekly Invoicing
  :
  Reconcile incoming payments and keep related financial spreadsheets up to date.
• Proposals & Agreements: Generate proposals from templates following Requests for Proposal (RFPs) for executive search and professional recruitment. Update forecasts and trigger invoicing upon execution of agreements.
• Collections & Accounts Receivable: Monitor open and delayed invoices, initiating outreach at 2-week, 30-day, and subsequent intervals. Maintain updated recipient contacts for billing and generate regular receivables reports from Bookkeeping Software.
• Weekly Forecasts: Update the sales forecast every Friday based on assignment stages, total contractual volume, and active searches.
• CRM Administration: Manage deal pipelines in CRM by adding engagement fee line items/installments, updating deal stages post-contract execution, and updating deal values from forecasted to actual placed figures upon placement.
• Commissions & Performance Tracking: Track closed contracts, placement invoices, and commission recipients. Produce monthly performance scorecards for sales professionals and recruiters, reviewing figures regularly with leadership.
• Payroll Processing: Process semi-monthly payroll (around the 15th and end of month via Insperity), entering commissions, PTO, and 401(k) changes. Ensure commission payouts run on the designated schedule (e.g., August commissions paid on mid-September payroll).
• PTO & Retirement Administration: Audit the PTO calendar prior to payroll execution, close out monthly PTO records, and process retirement contribution sheets via 401K provider.
• Journal Entries & Reporting: Run payroll journal-entry reports through Insperity and Integra, uploading all relevant entries into Bookkeeping software.

• Vendor & Contractor Management: Process accounts payable, obtain W-9 forms, upload documentation to Bookkeeping Software, and liaise directly with the external CPA.
• Recurring Payments & Expenses: Oversee recurring bills (e.g., insurance, cell phone plan, CRM), verifying that automatic payments process accurately.
• Vendor Management: Review and approve contractor timesheets on Mondays, monitor scheduled payments, transfer invoice and reimbursement data into tracking sheets, and invoice clients monthly via Bookkeeping software

• Client & Employee Onboarding: Execute new client and company setups following established SOPs, including multi-page configuration and adding companies to applicable office services and mailbox lists. Onboard new staff upon receipt of required documentation.
• Client Portal: Create client logins and upload expense reports and invoices to ensure secure, GDPR-compliant communication and employee access.
• Mail & Dedicated Line Support: Answer dedicated client phone lines, configure new phone lines as needed, and manage/scan incoming physical mail for virtual mailbox client accounts.
• Operations Support: Maintain system access records and password documentation, serving as the primary operational point of contact for benefits, software providers, and portal questions.

• Financial & Accounting Proficiency: Hands-on experience with Bookkeeping software, accounts receivable, accounts payable, and general ledger journal entries.
• Payro…