Finance Operations Coordinator

6 hours ago

San Fernando, Central Luzon, Philippines beBeeAdministrative Full time $12,000 - $18,000
Operations Administrative Professional

The Operations Administrative Professional plays a vital role in supporting core financial, HR, and administrative functions that keep the business running smoothly behind the scenes.

About the Role:
  • Financial Support
    • Initiate and track payments across multiple bank and credit card accounts.
    • Reconcile monthly credit card transactions and maintain up-to-date records.
    • Manage expense reimbursements and coordinate with internal stakeholders.
    • Maintain accurate documentation and ensure transaction details are well organized and accessible.
  • Accounts Payable & Bill Pay Management
    • Own day-to-day management of bill pay activities, including invoice entry, coding, approvals, and payment execution.
    • Communicate directly with vendors to confirm payment timing, request documentation (e.g., W-9s), and resolve discrepancies.
    • Track aging payables and flag overdue items or payment risks.
    • Ensure all bill pay activity is properly documented and aligned with internal approval workflows.
  • Payroll Administration
    • Run biweekly payroll in Gusto for employees and contractors, ensuring timely and accurate payment.
    • Manage bonuses, commissions, and contractor disbursements in coordination with department leads.
    • Maintain payroll records and documentation in accordance with compliance standards.
    • Prepare payroll reports and support audits or reporting requests as needed.
  • Bookkeeping & Financial Data Management
    • Enter and categorize transactions in QuickBooks and/or Finaloop to maintain accurate records.
    • Assist with monthly close tasks in coordination with the finance team.
    • Support cross-system reconciliation across bank accounts, Bill.com, Gusto, and internal records.
    • Maintain organized financial documentation to support reporting and compliance.
  • Tax Compliance & Reporting
    • File sales tax returns accurately and on time across applicable states.
    • Coordinate with the CPA to support sales tax compliance and respond to documentation requests.
    • Organize and maintain tax-related records to support annual filings and audits.
    • Prepare and submit documentation needed for year-end tax prep in coordination with the CPA.
  • Onboarding & People Operations
    • Set up new employee and contractor accounts across Google Workspace, Slack, Gusto, and other internal platforms.
    • Prepare and maintain onboarding materials, including welcome packets, policies, and documentation checklists.
    • Coordinate with department leads to ensure smooth onboarding and system access.
    • Support internal tracking of onboarding progress and documentation status.
  • General Operations & Administrative Support
    • Assist with scheduling internal meetings, vendor calls, and other logistics as needed by the leadership team.
    • Maintain organized shared drives, folders, and documentation systems.
    • Draft SOPs and internal process documentation related to the role's responsibilities.
    • Support ad hoc administrative needs across operations, finance, HR, marketing, and general business functions and projects.

This position requires 3-5 years of experience in administrative, finance, or operations support roles, along with self-motivation and comfort working in a remote environment across time zones.

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