Finance & Executive Operations Coordinator

Job Title: Finance & Executive Operations Coordinator

Reports To: Chief Executive Officer

Location: Ontario, CA (Relocation to San Gabriel Valley area planned in 2025)

Employment Type: Full-Time

Salary Range: $55,000–$75,000

About this Role: 

Aero-mark is seeking a highly organized and detail-oriented Finance & Executive Operations Coordinator to support a variety of essential business functions. Reporting directly to the CEO and working closely with the CFO, this role supports financial processes, executive scheduling, HR administration, marketing coordination, office management, and light IT support.

You’ll play a vital role in helping the organization operate efficiently and professionally while wearing multiple hats in a small, high-performing team. If you’re someone who thrives in a dynamic, hands-on environment and wants exposure to multiple areas of business, this role is for you.

Key Responsibilities:

Finance & Accounting Support

Process accounts payable (AP) and accounts receivable (AR), ensuring accuracy and timely payments.

Perform bank reconciliations and assist with month-end financial close activities.

Support payroll processing (ADP), including timecard collection and data accuracy.

Coordinate with portfolio company controllers on reconciliations, reporting, and documentation.

Maintain well-organized financial records and assist with audits, filings, and compliance requirements.

Use and maintain QuickBooks for financial entries and reporting.

Executive & Administrative Support

Manage calendars, meetings, and travel arrangements for executive team 

Prepare, meeting materials, reports, and executive summaries.

Maintain corporate records, board meeting minutes, and administrative documentation.

Assist with ad hoc projects and day-to-day executive initiatives.

Office Operations

Oversee office supply ordering, vendor relationships, shipping/receiving, and office needs.

Ensure common areas and office tools are well-maintained and functional.

Maintain organized cloud-based files (e.g., OneDrive) for easy access and documentation control

HR & Employee Support

Support new hire onboarding/offboarding, including documentation, equipment, and systems access.

Track and organize timecards, performance reviews, and training records.

Maintain and update HR files, job descriptions, and internal policies in coordination from CFO 

Technology Coordination

Serve as the point of contact with third-party IT support for hardware/software setup and issue resolution.

Track company laptops and technology inventory; assist with user access and software updates.

Marketing Coordination

Liaise with third-party marketing vendors for website updates, flyers, templates, and branded materials for Aero-mark and subsidiaries as needed

Organize and maintain current versions of marketing collateral and coordinate internal requests.

Support light formatting and editing of presentations and documents for leadership and sales use.

About Aero-mark: 

Aero-mark, LLC is a private investment firm with over 35 years of experience in the acquisition, growth, and improvement of companies. It has been successful in purchasing small organizations and increasing their value to make them attractive for an acquisition for larger entities that wish to expand their portfolios. Aero-mark improves its investments by providing resources of strategic direction, capital, management, contacts and technology. 

Although Aero-mark has primarily invested on its own, it has also partnered with management and other capital providers who have achieved significant economic returns. Aero-mark has been primarily driven as the investment vehicle of Mark Lee. It is seeking to institutionalize its record and standing in the industry by expanding its management and ownership team to provide for continued success in succeeding generations.

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Aero-mark has primarily focused in the Aerospace and Defense segment but has made additional investments in real estate and technology. It is expanding the scope of its capabilities by growing and augmenting its team with those of wider backgrounds.

Note: The above statements are intended to describe the general nature and level of work performed by an employee in this position. These statements are not to be construed as an exhaustive list of all responsibilities, duties, skills required of an employee in this position. Furthermore, they do not establish a contract for employment and are subject to change at the discretion of the employer.

bject to change at the discretion of the employer.