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Administrative Coordinator

2 months ago

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Job Title: Administrative Coordinator 


Location: Conroe, TX, Office-based 


Company: Drake Field Services  


About Us: 

Drake Field Services is a fast-growing health, safety, and industrial medical leader, delivering top-notch services to our clients. We're looking for a proactive and organized Administrative Coordinator to support our financial and administrative operations. If you’re detail-oriented, love streamlining processes, and thrive in a dynamic environment, this could be the perfect fit for you. 


Position Overview: 

As the Administrative Coordinator, you will support invoicing, payroll, accounts receivable, and general administrative tasks. Reporting directly to the EVP of Operations, you will play a critical role in ensuring smooth day-to-day operations while supporting the leadership team. 


Key Responsibilities: 


  • Invoicing & Accounts Receivable: 
  • Generate, review, and send invoices to clients accurately and on time. 
  • Monitor accounts receivable and follow up on outstanding payments. 
  • Reconcile customer accounts and respond to invoice-related inquiries. 
  • Payroll Support: 
  • Assist in processing payroll, ensuring accuracy and compliance with local and federal regulations. 
  • Track employee time, attendance, and benefits to ensure correct payroll calculations. 
  • Collaborate with the EVP OPS on payroll-related issues and employee documentation. 
  • Administrative Duties: 
  • Provide general administrative support, including answering phones, managing calendars, and organizing meetings. 
  • Maintain and organize office records and filing systems. 
  • Order office supplies and coordinate maintenance of office equipment. 
  • Assist in onboarding new employees, including preparing necessary paperwork. 
  • Financial Reporting Support: 
  • Assist with month-end and year-end closing activities. 
  • Help prepare financial reports and documents for internal and external stakeholders. 
  • Support the EVP of Operations in budget tracking and expense management. 


Qualifications: 

  • Proven experience in a similar role (2+ years preferred) with an understanding of invoicing, payroll, and accounts receivable processes. 
  • Proficiency in accounting software (e.g., QuickBooks, Xero) and Microsoft Office Suite (Excel, Word, etc.). 
  • Excellent attention to detail and organizational skills. 
  • Strong communication skills, both written and verbal. 
  • Ability to manage multiple tasks and prioritize in a fast-paced environment. 
  • Experience in a start-up environment is a plus but not required. 
  • Ability to work independently and collaborate effectively with both remote and on-site teams.