Accounting and Project Coordination Associate

Join Our Team as a Accounting &
Project Coordination Associate

In this position, you will play a key role in managing invoicing, accounts receivable/payable, and financial reporting, while also supporting project setup and coordination within our project management system. You will work closely with leadership and internal team members to ensure financial accuracy and operational alignment across projects.

Key Responsibilities

  • ACCOUNTING & FINANCIAL OPERATIONS
  • Prepare and issue client invoices based on project scopes and agreements (as scheduled: weekly, monthly, and as needed)
  • Set up and manage recurring billing for ongoing client engagements
  • Enter and process billing for completed project work
  • Establish and maintain client records in QuickBooks Online
  • Monitor accounts receivable and follow up on outstanding balances
  • Process accounts payable, including vendor invoices and expense tracking
  • Reconcile bank and credit card statements
  • Maintain accurate and up-to-date financial records
  • Assist with monthly close processes and financial reporting
  • Support coordination with external accounting and payroll partners
  • Contribute to improving billing processes and financial workflows
  • PROJECT COORDINATION & OPERATIONS
  • Set up new client projects and job records based on contracts and scopes of work
  • Create and assign tasks, timelines, and project structures aligned with deliverables
  • Ensure project details (budgets, timelines, billing milestones) are accurate and up to date
  • Collaborate with internal team members to maintain organized and efficient workflows
  • Track task progress and update project statuses to support timely billing
  • Assist in improving project setup processes and operational workflows

Desired Skills and Qualifications

  • 2+ years of experience in accounting, bookkeeping, or AR/AP roles
  • Proficiency in QuickBooks Online (required)
  • Experience with project management software (preferred)
  • Strong organizational skills and attention to detail
  • Ability to work independently and manage multiple priorities
  • Proficiency in Microsoft Excel and/or Google Sheets (preferred)
  • Experience in a service-based business or agency environment is a plus

Key Attributes

  • Highly reliable, proactive, and accountable
  • Strong communication skills with the ability to follow up professionally
  • Organized and process-driven with strong attention to detail
  • Collaborative team player who can also work independently
  • Analytical mindset with problem-solving capabilities
  • Motivated to make a difference

Compensation & Benefits

  • Hourly rate commensurate with experience
  • Part-time position (benefits not included)
  • Potential opportunity to transition into a full-time role with benefits (e.g., healthcare and 401(k)), based on business needs and performance

Why Join Us

  • Flexible part-time schedule
  • Supportive, team-oriented work environment
  • Established company with 25+ years of industry experience
  • Strong, long-term client and vendor relationships
  • Opportunity to work in a hybrid role combining finance and operations
  • Exposure to a diverse client base, including national and international organizations
  • Opportunity for professional growth and advancement

Ready to Bring Your Skills to Our Team?

We are looking for someone who takes pride in accuracy, values organization, and enjoys contributing to both financial and operational success. Complete the form below to apply and start your journey toward becoming part of our dynamic team.