Business Office Coordinator - Tucson, AZ (Corporate-Bonita)

General

Summary:

The Business Office Coordinator provides administrative, operational, and organizational support for Finance and Business Office functions across the organization. This position supports procurement activities, employee travel coordination, corporate credit card administration, employee reimbursements, records management, mail processing, and other business office functions. The role serves as a key point of coordination between employees, vendors, and internal departments to ensure transactions, documentation, and administrative processes are completed accurately, timely, and in compliance with organizational policies and procedures.

JOB RESPONSIBILITIES:

Procurement and Travel Support

Support organization-wide procurement activities, including purchase requisitions, vendor onboarding documentation, purchase tracking, and approval workflows.
Assist employees with travel requests, travel arrangements, expense documentation, and policy compliance.
Maintain procurement and travel records in accordance with organizational policies and document retention requirements.
Support vendor account setup and maintenance for approved suppliers, service providers, and purchasing platforms.
Maintain current tax-exempt certificates and work with vendors to ensure applicable purchases are processed without sales tax.
Assist in monitoring procurement transactions and documentation to ensure compliance with organizational policies.

Credit Card Administration

Collect, organize, and track credit card receipts and supporting documentation.
Monitor receipt submission compliance and follow up with cardholders regarding missing or incomplete documentation.
Support monthly credit card reconciliation processes by ensuring documentation is complete and submitted within established deadlines.
Maintain organized records of credit card expenditures and related supporting documents.

Employee Reimbursement Support

Assist with employee reimbursement processing by reviewing submitted documentation for completeness and policy compliance.
Respond to employee questions regarding reimbursement requirements and supporting documentation.
Track reimbursement requests and help ensure timely processing and resolution.

Business Office Coordination

Maintain business office records, logs, files, and supporting documentation
Coordinate follow-up activities with internal departments, vendors, and external partners to support finance and administrative processes.
Monitor and track outstanding requests, documentation, approvals, and action items.
Support recurring department processes, reporting requirements, and administrative workflows.
Assist with implementation and continuous improvement of departmental procedures and business processes.

Administrative Support

Provide administrative support to the Finance and Business Office teams.
Coordinate meetings, schedule appointments, and assist with departmental communications.
Prepare, organize, and maintain electronic and physical files and records
Assist with special projects, reporting requests, and department initiatives.
Support process documentation, workflow updates, and organizational recordkeeping efforts.

Mail and Records Management

Receive, sort, distribute, and track incoming mail and correspondence.
Maintain mail logs and ensure timely routing of financial and operational documents.
Manage paper check logs and scan supporting documentation for Accounts Receivable processing.
Coordinate with internal departments regarding finance-related correspondence and record requests.
Ensure business office records are maintained in accordance with organizational retention requirements.

QUALIFICATIONS:

High school diploma or equivalent required;
Associate's degree in Business Administration, Accounting, Finance, or a related field preferred.
Minimum of two years of experience in administrative support, business office operations, procurement, finance, accounting, or a related environment.
Strong organizational and time-management skills with the ability to prioritize multiple assignments and meet deadlines.
Proficiency in Microsoft Office Suite, including Outlook, Excel, Word, Teams, and other business applications.
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