Administrative & Financial Services Coordinator

Schnake Turnbo Frank is seeking an Administrative & Financial Services Coordinator to join our team. This is an important role within the firm, combining accounting and financial support, project and billing management, executive support, and office operations. This is a full-time, hybrid position with the expectation of at least 4-days in-office in Oklahoma City or Tulsa.

This role is designed for an administrative professional who brings strong judgment, financial aptitude, organizational excellence, and the ability to anticipate needs, take ownership of processes, and work confidently with limited supervision.

This position is designed for someone who wants to grow professionally and take on increasing responsibility over time, and works closely with our Administrative Services Manager, CFO, and senior leadership team.

Accounting, Billing & Financial Support: A significant part of this role involves supporting the firm's day-to-day accounting and financial operations.

Responsibilities include:

• Assist with accounts payable and accounts receivable, including vendor invoices, payments, client payments, deposits, credits, and adjustments.
• Coordinate monthly client billing and help ensure time, expenses, project allocations, and billing instructions are accurate.
• Monitor outstanding receivables and assist with client collection efforts.
• Research and resolve billing discrepancies, payment issues, credits, unapplied funds, and other accounting questions.
• Assist with financial reporting, projections, forecasting, budgeting, and trend analysis.
• Support month-end, quarterly, semiannual, and year-end reporting.
• Review financial and project information for inconsistencies, unusual activity, or potential concerns and bring them to the appropriate person's attention.

Project & Financial System Management:
This team member will become a key internal user of BQE CORE, our project management and accounting system. Tasks include:

• Set up and maintain clients and projects, including budgets, fee structures, billing arrangements, assignments, and project allocations.
• Monitor project hours, budgets, billing status, and financial performance.
• Track employee and contractor time entry and help ensure deadlines are met.
• Maintain accurate project information throughout the life of an engagement.
• Prepare project and financial reports that help leadership evaluate revenue, utilization, profitability, and overall project performance.
• Work with project managers to identify and resolve project or billing issues.

Executive, Administrative & Office Support:
This role also provides administrative and operational support to senior leaders and the firm, including:

• Coordinate complex calendars, meetings, and schedules.
• Prepare correspondence, documents, meeting materials, and follow-up items.
• Anticipate needs and help leadership stay ahead of deadlines and commitments.
• Serve as a professional and welcoming in-office contact for clients and visitors.
• Help coordinate vendors, supplies, equipment, meetings, and office needs.
• Manage special projects and follow them from beginning to completion.

We are looking for someone who combines financial aptitude, strong organizational skills, sound judgment, and initiative. The ideal candidate will have:

• A high school diploma, GED, or equivalent combination of education, training, and related experience.
• At least three years of progressively responsible experience in administration, accounting, office coordination, business operations, or a related area.
• Experience with accounts payable, accounts receivable, billing, financial reporting.
• Experience with project accounting, time and billing, practice-management, or financial management systems.
• Strong Excel skills and comfort…