Business Coordinator

Job Summary

The Business Coordinator supports the Finance Department by coordinating company travel, administering corporate card activity, assisting with payroll and timecard administration, maintaining operational reporting, and supporting financial and purchasing processes. The position works closely with employees throughout the company to ensure information is accurate, complete, properly allocated, and communicated timely.

This position is designed to grow as the individual gains an understanding of the company’s systems, operations, and purchasing processes.

• Reports to the Controller

Coordinate company travel, including airfare, hotels, rental vehicles, itineraries, schedule changes, and traveler communication. As proficiency is developed, assume primary responsibility for evaluating travel alternatives and making booking decisions that balance cost, scheduling, project requirements, and employee needs. Exercise independent judgment within established company guidelines while protecting company resources and minimizing unnecessary travel expenses.

Administer the company’s corporate card program, including reviewing transactions, collecting supporting documentation, coordinating expense coding, reconciling monthly statements, and resolving discrepancies.

Support the weekly payroll process by reviewing employee timecards for completeness, accuracy, and timely submission. Verify that labor hours are properly allocated among departments, projects, service orders, and other applicable cost categories. Coordinate with employees and supervisors to resolve missing time, incorrect allocations, and other discrepancies before payroll is processed. Prepare and maintain payroll allocation reports and supporting documentation for Finance Department review.

Maintain and distribute updated billing forecasts and closed service order reports. Work with department leaders and project personnel to confirm that reporting is accurate, current, and complete.

Assist the Finance Department with documentation, reporting, reconciliations, process improvement, and other departmental priorities as assigned.

Gradually provide support to the Purchasing function through vendor coordination, purchasing administration, and cross‑training with the Purchasing Manager. Develop proficiency with the company’s purchasing, service‑management, and financial systems as responsibilities expand.

The successful candidate will be organized, responsive, comfortable working with technology, and capable of managing multiple priorities. The position requires attention to detail, effective communication, and the ability to exercise independent judgment when evaluating travel, payroll information, financial information, purchasing needs, and operational priorities.

The individual must take initiative to research issues, evaluate available alternatives, and implement appropriate solutions without continual direction.

• Associate's or bachelor's degree in Business Administration, Accounting, Finance, or a related field preferred; equivalent work experience will be considered.
• Two (2) or more years of administrative, finance, payroll, accounting, purchasing, or business operations experience preferred.
• Experience coordinating corporate travel, including airfare, hotels, rental vehicles, and itinerary management.
• Experience supporting payroll processing, timecard administration, or labor allocation is preferred.
• Experience reconciling corporate credit card transactions, expense reports, or other financial records.
• Strong proficiency with Microsoft Office, particularly Excel, Outlook, and Word.
• Experience working with ERP, accounting, payroll, purchasing, or service management software is preferred.
• Demonstrated ability to organize and prioritize multiple projects while meeting deadlines in a fast-paced environment.
• Strong analytical and problem-solving skills with exceptional attention…