Financial and Administrative Coordinator

2 weeks ago

Saint Paul, Minnesota, United States KB Service Company Full time
Job Overview

We are looking for a meticulous and proactive Financial and Administrative Coordinator to support our accounting division and facilitate general office functions. The successful candidate will possess a solid foundation in financial management and administrative tasks, coupled with exceptional organizational abilities and the capacity to thrive in a dynamic work environment.

Core Responsibilities:

  • Financial Transactions:
    • Manage the processing of invoices, payments, and receipts with a focus on precision and punctuality.
    • Reconcile financial ledgers, addressing any inconsistencies that arise.
    • Generate and dispatch customer invoices while monitoring overdue accounts.
  • Payroll Support:
    • Assist in payroll processing, ensuring accurate recording of employee hours, deductions, and benefits.
    • Maintain payroll documentation and respond to payroll-related inquiries.
    • Ensure adherence to payroll laws and organizational policies.
  • Financial Documentation:
    • Keep precise and orderly financial records, including transaction logs and invoices.
    • Support month-end and year-end closing activities by preparing essential reports.
    • Assist in the creation of financial statements and reports for management evaluation.
  • Office Administration:
    • Oversee office supplies and inventory, placing orders as necessary.
    • Manage incoming communications, directing them to the appropriate departments.
    • Coordinate meetings, appointments, and travel arrangements for personnel.
  • Data Management and Reporting:
    • Input financial data into accounting systems, ensuring accuracy and thoroughness.
    • Produce reports on financial metrics, including income statements and balance sheets.
    • Assist in budget preparation and financial forecasting.
  • Client and Vendor Engagement:
    • Interact with clients and vendors regarding billing questions and account statuses.
    • Resolve any disputes related to financial transactions.
    • Foster positive relationships with clients and vendors through professional communication.
  • Regulatory Compliance:
    • Ensure compliance with organizational policies and financial regulations.
    • Maintain organized records of financial and administrative documents for easy retrieval and audit readiness.
    • Support audit processes by providing necessary documentation.
  • Process Improvement:
    • Identify and implement strategies to enhance accounting and administrative workflows.
    • Adopt best practices in financial management and office operations.
    • Engage in professional development activities to enhance skills and knowledge.

Performance Metrics:

  • Invoice Processing Efficiency: Ensure invoices are processed within a 3-day timeframe.
  • Reconciliation Accuracy: Maintain a 99% accuracy rate in account reconciliations.
  • Payroll Accuracy: Achieve a 100% accuracy rate in payroll processing.
  • Timeliness of Customer Payments: Ensure 90% of customer invoices are settled within the agreed terms.
  • Data Entry Precision: Maintain a 98% accuracy rate in data entry tasks.
  • Office Supply Availability: Ensure essential office supplies are always in stock.
  • Dispute Resolution Efficiency: Resolve disputes within a 5-day period.
  • Compliance Standards: Achieve 100% compliance with relevant regulations and policies.

Required Qualifications:

  • High school diploma or equivalent; additional education in finance or administration is advantageous.
  • Demonstrated experience in financial or administrative roles, preferably within the HVAC sector.
  • Proficiency in accounting software and Microsoft Office Suite (Excel, Word, Outlook).
  • Strong organizational and time management capabilities.
  • Attention to detail and accuracy in maintaining financial records.
  • Excellent communication and interpersonal skills.
  • Ability to work independently as well as collaboratively.
  • Professional demeanor with a commitment to delivering outstanding customer service.

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