The Administrative Coordinator supports the operational and financial management of Camacho projects by maintaining accurate, timely, and complete information across monday.com and BigTime Software. This position is responsible for the daily administration of monday.com, including project onboarding, scheduling, data management, employee records and onboarding, billing support, analytics, and accounting-related information.
The Administrative Coordinator reports directly to the CEO and works closely with the Production and Sales teams to ensure that project, client, staffing, timekeeping, and financial data remain aligned. The role will also support Camacho's phased incorporation of NetSuite CRM and, in the future, NetSuite accounting with monday.com.
Success in this role requires exceptional attention to detail, strong follow-through, comfort working with business software and data, and the ability to coordinate information among multiple departments while maintaining confidentiality.
• Serve as the day-to-day administrator and primary internal resource for monday.com.
• Create and maintain boards, groups, items, fields, dashboards, views, automations, templates, permissions, and standardized workflows in accordance with company
procedures.
• Monitor the system daily for incomplete, inconsistent, duplicate, or overdue information and work with responsible employees to correct issues promptly.
• Maintain system organization, data integrity, naming conventions, user access, documentation, and change records.
• Coordinate with the Accounting Manager and company leadership regarding requested system changes, new workflows, reporting needs, and process improvements.
• Complete assigned monday.com training modules and remain current on the features used by Camacho. Training will be provided through monday.com's software training
modules.
• Set up new clients, opportunities, projects, phases, tasks, budgets, schedules, milestones, team assignments, and required project information in monday.com.
• Confirm that approved proposals, project numbers, client contacts, fee information, billing terms, and scope details are entered accurately before work begins.
• Work directly with Sales to transition awarded opportunities into active projects and preserve complete CRM and proposal information.
• Work directly with Production leaders to develop, update, and monitor project schedules, staffing assignments, deadlines, dependencies, and workload information.
• Track project status and overdue items, communicate needed updates, and escalate unresolved scheduling or data issues to the Accounting Manager and appropriate
department leader.
• Maintain project closeout records and complete system updates when projects or phases are placed on hold, completed, or closed.
• Enter, review, reconcile, and maintain accurate client, contact, project, employee, time, billing, and accounting-related data across authorized systems.
• Support the incorporation of NetSuite CRM with monday.com, including field mapping, testing, data cleanup, process documentation, user support, and issue tracking.
• Assist with future NetSuite accounting integration with monday.com as assigned by the Accounting Manager.
• Identify discrepancies between monday.com, BigTime, NetSuite, and supporting records; research the cause and coordinate corrections.
• Follow established controls for data entry, approvals, access, retention, confidentiality, and system changes.
• Maintain written procedures, templates, data dictionaries, and training materials for the systems and processes assigned to this position.
• Set up new employees and approved contractors in monday.com and BigTime, including required profile information, roles, permissions, departments, labor classifications,
cost or billing rates, and project access as authorized.
• Coordinate system onboarding with Accounting, Production, Sales, and other responsible leaders so users receive appropriate access and instructions.
• Update employee information promptly when roles, rates, departments, schedules, reporting relationships, or employment status change.
• Deactivate access and complete assigned system-offboarding steps when an employee or contractor leaves the company.
• Provide routine system guidance and follow up with employees regarding missing updates, incomplete records, overdue tasks, or time-entry issues.
• Perform accurate and timely data entry and ongoing data management in BigTime Software, Camacho's current time-tracking system.
• Create and maintain projects, phases, tasks, budgets, staffing assignments, billing information, employee profiles, rates, and system access as authorized.
• Review timesheet activity for missing, late, incomplete, or incorrectly coded entries and follow up with employees and managers for correction and approval.
• Reconcile project, employee, phase, budget, and time data between BigTime and monday.com and report unresolved differences to the Accounting Manager.
• Prepare recurring and ad hoc time, utilization, project-hours, and exception reports for Accounting, Production, and leadership.
• Maintain project fee, contract, phase, billing schedule, budget, expense, and invoice-status information in monday.com and other authorized systems.
• Review project and timekeeping data for completeness before billing and notify the Accounting Manager and project leaders of missing information or discrepancies.
• Prepare billing support, work-in-process information, project summaries, and other documentation requested by the Accounting Manager.
• Assist with invoice preparation, distribution, status tracking, and supporting documentation in accordance with established approval procedures.
• Support account and project reconciliations by comparing system data to approved contracts, time records, invoices, and accounting reports.
• Maintain complete and orderly electronic records for projects, billing, reporting, and audit support.
• Perform accounting-related data entry and administrative tasks assigned by the Accounting Manager; this role does not independently approve transactions or change
financial controls unless specifically authorized.
• Create and maintain dashboards and reports for project schedules, workloads, budgets, billable time, utilization, billing status, profitability indicators, and data-quality
exceptions.
• Produce recurring and ad hoc reports for the Accounting Manager, Production, Sales, and leadership.
• Analyze system information to identify missed deadlines, budget concerns, incomplete records, workflow bottlenecks, and trends requiring management attention.
• Validate report logic and source data before distribution and clearly communicate known limitations or unresolved discrepancies.
• Recommend practical improvements to data collection, reporting, automations, and cross-department workflows.
• Serve as the primary administrative connection among Accounting, Production, and Sales for project and system information.
• Communicate changes, deadlines, required actions, and data issues clearly and professionally.
• Attend project, scheduling, billing, or systems meetings as requested; document decisions and complete assigned follow-up actions.
• Protect confidential employee, client, project, pricing, and financial information.
• Provide backup administrative support and perform other related duties as assigned by the Accounting Manager.
• Required: High school diploma or GED equivalent.
• Preferred: Associate degree in Business Administration, Accounting, or a related field, or equivalent relevant work experience.
• Demonstrated experience in administrative coordination, project administration, accounting support, data management, or a related role.
• Strong computer skills and the ability to learn and administer cloud-based business software; experience with monday.com, BigTime, NetSuite, or similar CRM, project-
management, timekeeping, or accounting systems is preferred.
• Advanced attention to detail and a consistent record of accurate, timely data entry and follow-through.
• Strong organizational and time-management skills, with the ability to manage multiple priorities and recurring deadlines.
• Working knowledge of Microsoft Excel and the ability to prepare, review, and explain reports and data.
• Clear written and verbal communication skills and the ability to work effectively with Accounting, Production, Sales, leadership, and employees at all levels.
• Ability to handle confidential employee, client, project, and financial information with discretion.
• Sound judgment, problem-solving ability, and willingness to ask questions or escalate discrepancies before making unsupported changes.
• Accuracy and completeness of monday.com, BigTime, NetSuite, project, employee, timekeeping, billing, and accounting-related data.
• Timeliness of new-project setup, project schedule updates, employee onboarding and offboarding, billing support, and recurring reports.
• Number and age of overdue, incomplete, duplicate, or unresolved data items.
• Accuracy and timeliness of BigTime project setup, timesheet monitoring, and system reconciliations.
• Reliability and usefulness of dashboards, analytics, and management reports.
• Completion of assigned monday.com training modules and demonstrated ability to apply the training to Camacho's workflows.
• Responsiveness and effectiveness when supporting Accounting, Production, Sales, leadership, and system users.
Any offer of employment is contingent upon successful completion of Camacho's applicable pre-employment screening requirements, including a background check, references, and drug screening. Depending upon the position, screening may also include verification of employment history, references, education, professional licenses, certifications, credentials, and other job-related qualifications. All screening will be conducted in accordance with applicable law
Camacho is an Equal Employment Opportunity employer. Employment decisions are made without unlawful discrimination, harassment, or retaliation based upon race, color, religion, sex, pregnancy, childbirth or related medical conditions, national origin, age, disability, genetic information, military or veteran status, or any other status protected by applicable federal, state, or local law.
Employment with Camacho is intended to be at will to the fullest extent permitted by applicable law. Nothing in this job description or recruiting posting constitutes a contract of employment or guarantees employment for any specific duration, schedule, assignment, compensation arrangement, or continued employment.
HR Partners Inc. began its history as Lowden and Associates Inc. in Atlanta, Georgia, in May of 1998, as a Human Resource Consulting and Payroll Services firm. Our first clients were two GE companies who needed to integrate recently acquired businesses into their existing businesses. We continued to grow providing Human Resource solutions, PEO and ASO services to businesses in over 19 different industries, covering over 22 states.
| Location | Norcross, GA |
| Salary | $25 |
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