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Project Coordinator – QuickBooks

4 months ago

Lake Orion, United States NexTech Full time

What You Will Be Doing:

NexTech is diligently seeking a Project Coordinator with QuickBooks, Finance & Invoicing experience for a Technology & Engineering Small Business located in Lake Orion, MI. Our client has been in business for over 25 years and has a real passion for treating its team members like family. You will be directly supporting the CEO, and other team members, with Project Coordination responsibilities with an emphasis on QuickBooks management, quoting & invoicing.

You will have creative freedom to propose and implement process improvements, project tracking methodologies while seeking efficiencies and enhancement in how finance uses QuickBooks and other internal tools for its quoting, invoicing and other financial related activities. Your ability to pivot and multi-task will aid in your success in this role.

You will learn and make suggestions about the ways our client receives customer quote requests, customizes & delivers quotes to customers within our internal QuickBooks & tool system. Your high attention to detail and methodically following consistent processes who be critical to the organization of our quoting/invoicing system.

Your excitement to learn new things, and help with other projects, will give you the opportunity to learn new things and potential for continued education or certifications paid for by the Client. You will have potential for career advancement in any of our customer’s technical areas, or other “seats”, after 1 year's successful completion as the team’s keystone Project Coordinator.

Key Responsibilities:

  • Coordinate project activities, quoting & invoicing responsibilities while providing meeting scheduling and task tracking for the CEO & other team members.
  • Be liaison between internal finance department for quoting/invoicing to external customers and vendors.
  • Work with a team to identify and define project requirements, scope, and objectives.
  • Assist in preparing project proposals, timeframes, schedule, and budget.
  • Monitor project progress and handle any issues that arise.
  • Act as the point of contact and communicate project status to all participants.
  • Leverage current project management/task tracking tools
  • Assess current internal tools used for project management/task tracking to quoting and invoicing, taking lead on researching best in class solutions and whether the team should be leveraging different tools/systems to maximize customer delivery and efficiency.
  • Use project management tools to monitor working hours, plans, and expenditures.
  • Create and maintain comprehensive project documentation, plans, and reports.
  • Conduct regular bookkeeping tasks including recording transactions, managing accounts payable and receivable, and reconciling bank statements.
  • Prepare financial reports and ensure compliance with financial regulations.
  • Utilize QuickBooks to manage and track financial transactions, generate invoices, and produce financial statements.
  • Coordinate with internal and external stakeholders to ensure smooth project execution.

Required Experience:

  • Proven work experience as a Project Coordinator or similar role.
  • Strong experience in bookkeeping and proficient use of QuickBooks.
  • Excellent knowledge of MS Office, particularly MS Excel.
  • Hands-on experience with project management tools (e.g., Asana, Trello).
  • Outstanding organizational and time management skills.
  • Strong client-facing and teamwork skills.
  • Familiarity with risk management and quality assurance control.
  • Bachelor's degree in business administration or related field; PMP certification is a plus.

Skills and Qualifications:

  • 3+ years in a Project Coordination role with extensive use of QuickBooks & quoting/invoicing responsibilities, or equivalent experience
  • Driven go-getter who enjoys wearing multiple hats & learning new things
  • Attention to detail and problem-solving skills.
  • Excellent written and verbal communication skills.
  • Ability to work independently and as part of a team.
  • Financial acumen and ability to create detailed financial reports.
  • Ability to manage multiple projects simultaneously.
  • Strong analytical and critical thinking abilities.