Finance & Administrative Operations Coordinator

This position is listed on behalf of a partner company, who manages all applications and next steps. Our partner is looking for a Finance & Administrative Operations Coordinator based in Spain.
This is a hands?on finance and business operations role supporting a growing small business in a fast-moving environment. You will combine accounts receivable, reconciliation, bookkeeping support, payroll coordination, and administrative operations. The role requires strong practical experience with QuickBooks Desktop, payment follow-up, financial records, and Excel-based reporting. You will take ownership of recurring financial tasks while proactively resolving discrepancies, missing information, and outstanding items. Success in this position depends on organization, persistence, attention to detail, and the ability to work independently. You will also help improve processes, maintain documentation, and keep day?to?day financial and operational activities moving efficiently.
Accountabilities
Manage weekly accounts receivable aging reviews, identify overdue balances, and proactively follow up on outstanding customer payments.
Maintain open?item lists and follow?up trackers for unresolved balances, payment exceptions, missing information, and other financial issues.
Maintain customer records, payments, deposits, statements, and AR reporting in
QuickBooks Desktop
.
Coordinate with receivables, collections, bookkeeping, and client contacts to resolve payment exceptions, unapplied credits, aging items, and open balances.
Monitor deposits from checks, cash, and money orders collected by field staff and reconcile expected customer payments against bank and accounting records.
Manage physical check processing and follow up on outstanding deposits or payment items.
Use billing platforms such as Service Channel and related systems to monitor billing exceptions and payment issues.
Compare invoice, customer, and payment records between RouteStar, QuickBooks, and other systems to identify and resolve mismatches.
Prepare Excel?based reports, reconciliations, financial trackers, and other operational reports.
Gather receipts and supporting documentation for business expenses, including fuel, supplies, maintenance, uniforms, vehicle costs, vendor purchases, and other card activity.
Identify unusual variances, missing documentation, discrepancies, and other issues requiring investigation or follow?up.
Coordinate with the bookkeeping team by answering questions, gathering source documents, tracking outstanding requests, and ensuring documentation is delivered promptly.
Prepare payroll support information, including commissions, additional pay items, reimbursements, pay?stub checks, and supporting documentation.
Gather new?hire payroll information and maintain organized payroll?support records while following up on missing details.
Maintain weekly open?item trackers, checklists, status updates, and recurring task schedules.
Support inventory and receipt management, office supply ordering, and fleet?related administrative coordination.
Prepare and route client?related documents and provide routine administrative support, including scheduling, record maintenance, task tracking, and follow?up.
Support HR?related administrative activities under the direction of designated advisors or managers.
Communicate proactively with customers, vendors, bookkeepers, corporate contacts, and internal stakeholders to obtain information and keep tasks moving.
Help create, document, and improve recurring processes and standard operating procedures.
Provide additional finance, administrative, and operational support as required within the agreed scope of work.
Requirements
Strong hands?on experience with
QuickBooks Desktop
is required.
Practical experience in
accounts receivable
, including payment follow?up and collections coordination.
Experience reconciling customer payments, deposits, bank activity, and accounting records.
Background in financial administration, bookkeeping, accounting support, or a closely related function.
Strong
Microsoft Excel
skills and confidence preparing reports, trackers, reconciliations, and financial analyses.
Experience identifying discrepancies, missing documentation, unusual variances, and payment exceptions.
Experience reconciling customer payments against bank and accounting records is preferred.
Familiarity with
Service Channel
or similar multi?service/client billing platforms is an advantage.
Experience with
RouteStar
is a plus.
Payroll?support experience is strongly preferred.
Operations, office administration, customer/vendor communication, or small?business experience is highly valuable.
HR administration experience is beneficial, as is exposure to inventory or fleet administration.
Strong organizational skills with the ability to maintain accurate trackers, checklists, and open?item lists.
Proactive and persistent approach to following up on overdue payments, missing information, and unresolved requests.
Ability to work independently and take ownership of recurring finance and operational responsibilities.
Strong communication and relationship?building skills, including confidence communicating by phone and email.
Resourceful, detail?oriented, and comfortable working in a small business where processes may still be developing.
Ability to manage multiple priorities while maintaining accuracy and meeting deadlines.
Familiarity with
Microsoft Office, Google Workspace, payroll/timekeeping platforms
, and related business systems.
Professional English communication skills are required; bilingual Spanish is a plus.
Ability to work the agreed schedule of
9:00 AM–5:00 PM EST, Monday through Friday
.
Benefits
Full?time independent contractor engagement of
40 hours per week
.
Remote opportunity for eligible nearshore candidates.
Monday?to?Friday schedule, generally
9:00 AM–5:00 PM EST
.
Competitive contractor rates.
Weekly payments.
Free training and upskilling opportunities.
Ongoing support and guidance throughout the engagement.
Access to a supportive professional community.
Opportunity to develop experience across finance, bookkeeping, administration, payroll support, and business operations.
Potential to contribute to process improvement and the development of more efficient operational workflows.
Exposure to international clients and modern financial and business?support tools.
#J-*****-Ljbffr