PartTime Financial Operations Coordinator

Job Description

Part-Time Financial Operations Coordinator

Company:
Forensic Building Science, Inc. (FBS)

Location:

Saint Paul, Minnesota area / remote home office

Reports to:

Senior Operations Officer

Employment type:

Part-time, non-exempt

Schedule:

Approximately 20 hours per week, with flexibility around payroll, billing, reporting, and month-end deadlines.

The Part-Time Financial Operations Coordinator supports the Senior Operations Officer with financial operations, accounting administration, payroll support, billing, reporting, and related recordkeeping.

The role helps keep financial information accurate, timely, organized, and useful to leadership. It also includes limited HR documentation support, such as uploading approved employee records and maintaining personnel files. Because the position requires reliable and timely access to pick up mail, the successful candidate must live within approximately 20 minutes of the Lexington Avenue and Grand Avenue area in Saint Paul, Minnesota.

• Support accounts payable, accounts receivable, invoicing, payment tracking, expense monitoring, and bank deposits.
• Maintain accurate financial records, including invoices, receipts, payment confirmations, vendor records, and supporting schedules.
• Prepare weekly cash-flow reports, recurring financial summaries, budget support materials, and month-end documentation.
• Coordinate with external accountants, bookkeepers, tax professionals, banking contacts, vendors, and other financial partners as directed.
• Apply sound recordkeeping practices and a working knowledge of GAAP principles when organizing and presenting financial information.
• Identify overdue receivables, unusual expenses, budget variances, documentation gaps, and opportunities to improve financial workflows.

• Coordinate semi-monthly payroll processing in accordance with Company procedures and deadlines.
• Collect, review, and organize payroll information, including wage changes, reimbursements, deductions, time-off information, and approved adjustments.
• Verify payroll data, maintain supporting records, and assist with payroll-related reporting or documentation requests.
• Protect the confidentiality of employee compensation, banking, tax, and personnel information.

• Upload approved employee documentation into the Company’s HR information system or personnel-record platform.
• Maintain accurate, secure personnel files and track completed acknowledgments, payroll forms, tax forms, benefits documents, and training records.
• Assist with onboarding and offboarding document collection as directed.
• Refer employee-relations, benefits, recruiting, policy, and employment-law matters to the appropriate leadership representative.

• Provide financial and administrative support for recurring tasks and special projects.
• Prepare reports, trackers, spreadsheets, summaries, and supporting documentation for leadership review.
• Maintain accurate records for expenses, vendors, insurance, subscriptions, contracts, and recurring obligations.
• Communicate professionally with employees, vendors, customers, banking contacts, accountants, and other third parties.
• Escalate financial discrepancies, overdue receivables, missing documentation, unusual transactions, or compliance concerns.

• Minimum of five years of progressively responsible experience in bookkeeping, accounting administration, financial operations, office finance, or a comparable small-business financial support role.
• Hands-on experience with accounts payable, accounts receivable, invoicing, payment processing, expense tracking, reconciliations, payroll support, and financial recordkeeping.
• Strong working knowledge of Quick Books (Bonus points if you are a Quick Books Guru), Microsoft Excel, Outlook, Word, and cloud-based document-management systems.
• Experience preparing or supporting cash-flow reports, financial summaries, budget tracking, month-end reporting, filings, tax preparation, insurance reporting, or compliance requests.
• Familiarity with general accounting principles, documentation practices, reconciliations, and coordination with outside accountants, banks, vendors, or agencies.
• Exceptional attention to detail, organization, confidentiality, follow-through, deadline management, and proactive communication in a remote…