Administrative Operations Coordinator

This position supports key financial, HR, and administrative functions to maintain business efficiency.

• The ideal candidate will handle day-to-day tasks across banking, payroll, bill pay, and tax documentation while assisting with onboarding and internal coordination.

• Banking & Credit Card Administration:
  • Initiate and track payments across multiple bank and credit card accounts.
  • Reconcile monthly credit card transactions and maintain accurate 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:
  • Own day-to-day management of Bill.com, 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:
  • 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 Admin:
  • 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:
  • 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.
• People Ops & Onboarding:
  • 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.
  Requirements:
  • A minimum of 3-5 years of experience in administrative, finance, or operations support roles.
  • Proven ability to handle sensitive financial and HR information with discretion and accuracy.
  • A self-starter with a systems mindset who can build, refine, and own repeatable workflows.
  • Highly organized, dependable, and proactive in identifying and solving problems.
  • Strong English written and verbal communication skills across teams and external partners.
  • Comfortable working in a remote environment across time zones.
  • Experience with tools such as QuickBooks, Gusto, Finaloop, Bill.com, Google Workspace, and Excel/Sheets.
  • Familiarity with sales tax filings, payroll processes, and vendor management is a plus.
  Employment Details:
  • Seniority Level: Mid-Senior level
  • Employment Type: Full-time
  • Job Function: Administrative