Administrative Coordinator - Financial Operations

Job Summary

The Administrative Coordinator - Financial Operations provides high-level administrative and operational support to corporate departments. This role blends traditional administrative coordination with financial data support, including managing departmental operations, tracking revenue-related documentation, maintaining Excel spreadsheets, and assisting with basic account tracking (such as invoicing and billing support). This role serves as a key resource for department staff, handles confidential financial information with discretion, and acts as a liaison with other departments to facilitate smooth, compliant operations.

Essential Functions

* Data & Spreadsheet Management:
Maintains, updates, and reviews departmental Excel spreadsheets, ensuring accuracy of financial data, tracking metrics, and formatting reports for leadership review.

* Manages administrative workflows, including processing and coding invoices, verifying support documentation, and routing for financial approvals.

* Project & Milestone Tracking:
Supports departmental projects by tracking milestones, managing documentation, and providing regular status updates to stakeholders.

* Serves as the primary point of contact for internal and external inquiries, handling sensitive matters professionally and directing communications appropriately.

* Manages complex calendars for department leaders, scheduling high-priority meetings, conferences, and events while anticipating conflicts and ensuring smooth coordination.

* Maintains organized records, filing systems, and confidential information with high accuracy, adhering to compliance and privacy regulations.

* Assists with travel arrangements and processes related documentation, including itineraries and expense reports.

* Acts as a liaison to support cross-departmental collaboration and communication, proactively following up on action items and aligning department initiatives with organizational goals.

Qualifications

* H.S. Diploma or GED required;
Bachelor's Degree in Business Administration, Finance, or related field preferred.

* 3-5 years of experience in an administrative or operational support role required.

* Prior experience in a public accounting firm, corporate finance department, or high-volume revenue cycle environment strongly preferred.

* Demonstrated experience with basic transactional accounting support (e.g., AP/AR, billing, or invoicing support) preferred.

* In-office Setting

Knowledge,

Skills and Abilities

* Advanced knowledge of office management procedures, including scheduling, document preparation, and project support.

* Proficiency in Google Suite, Microsoft Office Suite (Word, Excel, PowerPoint), and experience with office technology and software.

* Strong numerical aptitude and attention to detail, with the ability to review financial documents, claims, or invoices for accuracy.

* Strong communication skills for engaging with executives, stakeholders, and department staff professionally.

* Excellent organizational skills with the ability to prioritize tasks, handle multiple responsibilities, and meet deadlines.

* High level of discretion and integrity when handling confidential financial and organizational data.