Finance & Administrative Coordinator

A full-time Finance & Administrative Coordinator supporting the Chief Financial Officer in key areas of accounting, sales, human resources, and general administration. This position will work Monday – Friday (9am – 5pm) in our Orlando Office

Independently manage multiple projects in a fast-paced team environment with minimal oversight; comfortable working in Microsoft Excel spreadsheets; attention to detail and accuracy is highly sought. Must be able to maintain confidentiality.

• Manage & Coordinate Accounts Payable & Receivable
• Manage collections efforts for outstanding accounts receivable, including client communications, follow-up, and escalation of invoices exceeding established aging thresholds.
• Update Accounts Receivable tracking spreadsheet on a day-to-day basis
• Prepare final invoices: true-up travels (prepare comparison), add change orders, apply payments and late fees. All done through our invoice platform (Salesforce)
• Process customer credit card payments using Square online platform.
• Process weekly timesheets from previous week: update PTO Advanced Accruals report; enter contractor timesheets into Accounting Software (Quick Books)
• Job-cost & categorize company credit card transactions
• Track signed quotes (Panda Doc)
• Update sales forecast bi-weekly, including a Business Development deck
• Update Master Job Profitability report by quarter
• Enter new projects into Harvest, a time-keeping platform, and determine budget hours
• Set-up new contractors and vendors into Quick Books, obtain W9s and ACH payment information
• Update Operating Budget Monthly
• Assist with month-end and year-end close processes
• Reconcile bank and credit card accounts

• Send onboarding paperwork to employees and contractors; update Quick Books and Master Directory
• Complete Employee Status Change forms
• Create offer letters
• Maintain employee and contractor rates spreadsheet
• Set-up new users in Harvest
• Assist Executive & Service Team with assistance in building Quotes / Scope creation.
• Prepare Open/Closed Opportunity reports and custom reports
• Set-up Panda Doc accounts for all Salesforce users
• Complete supplier/procurement registrations
• Complete ASANA (a work management platform) tasks as assigned
• Assist with special projects and company initiatives as assigned
• Work with the Executive Team to plan and coordinate team-building activities
• Proofread materials as needed
• Maintaining employee records and documentation
• Identify opportunities to improve administrative, accounting, and operational processes and assist in implementing process improvements
• Exceptional organizational skills with the ability to manage multiple priorities, deadlines, and stakeholders simultaneously while maintaining a high degree of accuracy and attention to detail.

• 3-5 years of experience in bookkeeping, accounting administration, office management, or a related business operations role
• Experience managing accounts receivable, accounts payable, and bookkeeping functions in Quick Books Online preferred
• Must be well-versed in all areas of Quick Books Online;
  Microsoft Office including SharePoint, Word, Excel, Power Point
• Knowledge of Salesforce CRM

Bachelor’s Degree or equivalent experience preferred.

Monday through Friday, 9:00 AM – 6:00 PM. Some nights and weekends may be required.

“edgefactory is an Equal Opportunity Employer”