Accounting & Administrative Coordinator

We are seeking a dependable, detail-oriented, and highly organized Accounting & Administrative Coordinator to assist with the daily accounting and administrative operations of multiple business entities.

This position will report directly to management and will be responsible for handling routine accounting functions, maintaining accurate records, coordinating administrative tasks, and assisting with special projects.

The ideal candidate is a self-starter who can manage multiple priorities, work independently, and take ownership of assigned responsibilities while working under direct supervision.

Key Responsibilities

Accounting & Bookkeeping

• Manage daily accounts payable (AP) and accounts receivable (AR) activities.
• Enter bills, prepare invoices, record payments, and maintain accurate transaction records.
• Monitor outstanding invoices, vendor balances, and payment deadlines.
• Perform routine data entry and transaction categorization in QuickBooks.
• Assist with bank and credit card reconciliations.
• Maintain accurate financial records across multiple business entities.
• Assist with tracking and recording intercompany transactions.
• Support month-end closing procedures and financial reporting.
• Organize financial documents and supporting records.

Payroll & Employee Administration

• Assist with payroll preparation and processing.
• Review timesheets and maintain payroll records.
• Track employee information, payroll changes, and related documentation.
• Assist with employee onboarding and administrative paperwork.
• Maintain confidentiality of employee and payroll information.

Administrative & Business Operations

• Provide daily administrative support across multiple companies.
• Maintain organized electronic and physical filing systems.
• Prepare spreadsheets, reports, correspondence, and business documents.
• Assist with vendor and customer communications.
• Track deadlines, outstanding requests, and follow-up items.
• Assist with vendor setup, customer documentation, and recordkeeping.
• Help identify opportunities to streamline processes and improve efficiency.

Special Projects

• Assist with new business entity setup and administrative organization.
• Support commercial real estate administrative functions, including tenant billing, lease documentation, and expense tracking.
• Assist with special projects, reporting, research, and other business-related assignments.
• Help implement and maintain consistent processes across multiple entities.
• Perform additional duties as assigned.

Qualifications

Required

• Strong organizational skills and exceptional attention to detail.
• Proficiency in Microsoft Excel, Outlook, and general computer applications.
• Ability to manage multiple responsibilities and deadlines.
• Strong communication and problem-solving skills.
• Ability to work independently and follow through on assigned tasks.
• Dependable, self-motivated, and willing to take initiative.
• Ability to handle confidential financial and employee information.

Preferred

• Previous bookkeeping, accounting, or administrative experience.
• Experience with QuickBooks Desktop and/or QuickBooks Online.
• Experience with accounts payable, accounts receivable, and payroll.
• Experience supporting multiple business entities.
• Commercial real estate experience, including property accounting, tenant billing, or lease administration.
• Oilfield services or oil and gas industry experience, including invoicing, vendor management, or operational accounting.
• Basic understanding of accounting principles and financial reporting.

Ideal Candidate

We are looking for someone who is proactive, resourceful, organized, and willing to learn. The right candidate will be comfortable taking direction while also recognizing what needs to be done and following through without constant supervision.

This individual should be capable of managing routine responsibilities independently, keeping accurate records, and maintaining organization across multiple companies.

Previous accounting or bookkeeping experience is a plus, but strong organizational skills, attention to detail, dependability, and the ability to learn quickly are equally important.