Accounts and Expense Coordinator (Bookkeeping Specialist)

• Collections/Aging Receivables: Monitor and manage overdue receivables, follow up with clients to ensure timely payments, and update the aging report regularly.
• Client Account Setup: Create and maintain accurate client accounts in the system, ensuring billing details and payment terms are correct.
• Create Invoice Summaries: Prepare invoice summaries and ensure accurate billing to clients for services rendered.
• Invoice Tracking: Maintain an up-to-date invoice tracker to monitor the status of outstanding invoices and payments.

• Payment Schedules Management: Oversee payment schedules for all corporate credit cards, including tracking payments, due dates, and outstanding balances.
• Expense and Bill Preparation: Prepare and submit bills for approval, including rent, utilities, dues, fees, and monthly subscriptions (e.g., marketing, software).
• Approval and Payment Processing: Ensure that all approved expenses are paid on time and accurately, including credit card payments, vendor invoices, and recurring monthly costs.
• Expense Report Review and Approval: Review employee expense reports for accuracy and ensure proper approval before reimbursement processing.
• Employee Reimbursements: Prepare employee reimbursements for approval and process payments once approved.

• Corporate Credit Card Management: Maintain registers for all company credit cards, ensuring accurate reconciliation of transactions and balances.
• Vendor and Merchant Interface: Liaise with vendors and merchants to ensure accurate billing, payments, and record-keeping.

• QuickBooks Online (QBO) Management: Maintain detailed and accurate financial records in QuickBooks Online, recording all transactions related to accounts payable, receivable, and employee reimbursements.
• Maintain Financial Registers: Ensure that all QBO registers are accurate, up-to-date, and reconciled for company credit cards and other financial transactions.

• PO Box Management: Check and process incoming mail regularly to ensure timely responses to financial documents, payments, or inquiries.
• Invoicing for Employee (Vendor) Services: Create and manage vendor bills for employee-related services (both billable and nonbillable).
• Certify Travel System Support: Train new hires and provide ongoing support to employees using the Certify travel and expense management system.
• Future Growth. Future tasks for this position could include managing and executing the financial aspects of property management.
• Other Tasks as Assigned.

• Education: High School Diploma or equivalent required; Associate’s or Bachelor’s degree in Accounting, Finance, or a related field is preferred.
• Experience: 2 years of experience in accounts payable, accounts receivable, or financial operations; experience with QuickBooks Online (QBO) is preferred.
• Skills:
  • Strong organizational and multitasking skills.
  • Proficiency in Microsoft Excel and Google Sheets for financial tracking and reporting.
  • Experience with expense management software (e.g., Certify, QuickBooks Online) is a plus.
  • Detail-oriented with excellent accuracy in processing financial transactions.
  • Ability to work independently and collaborate effectively with other teams.
• Other Requirements:
  • Strong communication skills, both written and verbal.
  • Ability to maintain confidentiality and handle sensitive financial information.
  • Problem-solving mindset with a proactive approach to managing accounts and expenses.
  • Prior non-profit experience is a plus, particularly experience working with faith-based organizations
  • Able to sit at a desk for 6-8 hours per day
  • Valid drivers' license with a clean driving record is required
  • Must have reliable transportation
  • Clean background check is required.

Salary : $50,000 - $58,000