Administrative Coordinator

ONLY CANDIDATES WHO CURRENTLY RESIDE IN THE RALEIGH, NC AREA WILL BE CONSIDERED.

Vogenx is seeking a dynamic and highly organized Administrative Coordinator to join our team! This could be a part-time or full-time position. The Administrative Coordinator reports to the Director of Accounting and supports the organization's day-to-day operations by coordinating administrative processes, managing company‑wide schedules and documentation, and ensuring seamless communication across departments — while also owning the full‑cycle accounts payable and receivable process and supporting broader accounting operations.

This role serves as a central point of coordination for both operational and financial activities, helping teams stay organized, aligned, and equipped to execute priorities efficiently.

The ideal candidate is highly organized, detail‑oriented, proactive, and comfortable managing multiple priorities across both administrative and accounting functions while maintaining confidentiality and professionalism. This is a generalist role suited to someone entrepreneurial‑minded who is willing to wear multiple hats to help the company run smoothly.

• Coordinate and maintain company‑wide calendars, schedules, and recurring administrative processes.
• Manage organizational documentation, records, and internal resources to ensure accuracy and accessibility.
• Track projects, deadlines, and action items across departments, following up as needed to ensure timely completion.
• Serve as a liaison between departments to facilitate communication and streamline workflows.
• Coordinate internal meetings and events and support organization‑wide initiatives.
• Prepare reports, presentations, correspondence, and other business documents.
• Identify opportunities to improve administrative and financial processes and organizational efficiency.
• Support executive‑level administrative tasks, including budget support, insurance renewals, state filings, and general office management duties.
• Act as a point of contact for key vendors and maintain an organized database of company contracts and renewals.
• Handle sensitive information with discretion and maintain confidentiality at all times.

• Manage the full‑cycle accounts payable process: vendor set up and documentation, invoice processing, and payment execution.
• Monitor accounts payable/receivable aging and follow up as needed.
• Partner with the Director of Accounting to support internal financial policies, procedures, and compliance.
• Assist with monthly, quarterly, and year‑end close processes, including basic journal entries and account reconciliations, as directed by the Director of Accounting.
• Help maintain documentation for internal controls and support audit preparation (e.g., work papers for external auditors).
• Provide supporting data for internal management reports and financial filings as needed.

• Lead or support ad‑hoc projects, ranging from implementing new administrative or accounting software tools to process‑improvement and cost‑savings initiatives.

• Self‑starter mindset — comfortable identifying a problem and building a process to solve it without being asked.
• 2–5 years of experience in administrative support, office management, project/operations coordination, or accounting/finance support (a combination of administrative and accounting experience is ideal).
• Bachelor's degree in Accounting, Finance, Business Administration, or a related field preferred; equivalent experience will be considered.
• Prior exposure to accounts payable/receivable processes and general accounting principles required.
• Experience with Quickbooks accounting software…