Administrative & Finance Coordinator

POSITION SUMMARY

The Administrative & Finance Coordinator provides administrative, financial, fleet, and business systems support to ensure the efficient operation of Jetz Service Company. This position coordinates recurring accounting activities, supports fleet administration, maintains business systems, manages vendor-related processes, prepares reports, and provides administrative support to Finance, Operations, Human Resources, and branch locations. The successful candidate will be highly organized, detail-oriented, dependable, and able to achieve multiple priorities while maintaining accuracy, confidentiality, and excellent internal and external customer service.

Core Responsibilities:

Finance & Accounting Support

Support Accounts Payable activities and assist with vendor and invoice questions.

Process Whirlpool invoice payments and record transactions accurately in Acumatica.

Process recurring building rent and monthly lease payments.

Review and process PayRange vendor changes.

Reconcile PayRange activity and prepare information for Jetstream uploads.

Assist with KioSoft refund processing.

Research and resolve financial discrepancies.

Maintain accurate financial records and supporting documentation.

Ensure assigned accounting activities are completed accurately and timely.

Reporting & Data Management

Prepare and distribute weekly executive reports.

Research PayRange purchase orders and create KioSoft route profiles.

Download, organize, and maintain fleet billing records.

Maintain accurate financial and operational records.

Compile reports and information requested by management.

Identify discrepancies and coordinate resolution with the appropriate departments.

Fleet Administration

Coordinate fleet-related activities with Enterprise, Emkay, insurance providers, and other vendors.

Prepare and distribute vehicle insurance cards.

Coordinate vehicle title transfers, registrations, and related documentation.

Monitor vehicle violations and assist with required follow-up.

Order and maintain K-Tags.

Maintain fleet tracking, billing, and related spreadsheets.

Maintain accurate vehicle records and documentation.

Business Systems Administration

Maintain employee access to PayRange, KioSoft, Emkay, and other assigned systems.

Establish user accounts, PINs, and system logins for new employees.

Remove or modify system access when employees transfer or separate from employment.

Maintain KioSoft code lists and related system information.

Assist with PayRange machine builds and system administration.

Maintain accurate and current system records.

Troubleshoot routine system and access issues and escalate problems when necessary.

Administrative Support

Answer overflow telephone calls and assist customers professionally.

Update company forms, documents, and administrative materials.

Request and maintain Certificates of Insurance (COIs).

Coordinate special administrative requests.

Serve as a Company Notary Public, when commissioned and authorized.

Provide administrative support to Finance, Operations, Human Resources, and branch locations.

Complete special projects and other duties as assigned.

CUSTOMER SERVICE

Provide professional, courteous, and timely service to internal and external customers.

Respond to questions and requests accurately and promptly.

Develop and maintain positive relationships with employees, vendors, customers, and business partners.

Represent Jetz Service Company in a professional manner at all times.

DECISION-MAKING & ACCOUNTABILITY

The Administrative & Finance Coordinator is expected to:

Organize and prioritize daily responsibilities independently.

Manage recurring assignments and meet established deadlines.

Resolve routine accounting, administrative, vendor, and system issues within established procedures.

Maintain accurate business systems and records.

Identify discrepancies and take appropriate action to resolve them.

Recommend process improvements that increase efficiency and accuracy.

Protect confidential financial, employee, customer, and company information.

Escalate matters requiring management approval or additional expertise.

Take ownership of assigned responsibilities and follow through to completion.

PERFORMANCE EXPECTATIONS

Successful performance requires the employee to:

Complete assignments accurately and on time.

Demonstrate strong attention to detail.

Effectively manage multiple priorities and deadlines.

Work independently with minimal supervision.

Communicate effectively with all levels of the organization.

Maintain confidentiality.

Provide excellent internal and external customer service.

Work collaboratively across departments and branch locations.

Identify opportunities to improve processes and efficiency.

Demonstrate reliability, accountability, professionalism, and sound judgment.

QUALIFICATIONS

Education

Associate’s degree in business administration, Accounting, Finance, or a related field preferred.

Equivalent education and relevant work experience may be considered.

Experience

Two or more years of administrative, accounting, finance, operations, or related experience preferred.

Experience with ERP systems; Acumatica experience preferred.

Experience working with multiple software systems, databases, and vendor portals preferred.

Fleet administration or vendor management experience is a plus.

KNOWLEDGE, SKILLS & ABILITIES

Excellent organizational and time-management skills.

Strong attention to detail and accuracy.

Ability to manage multiple responsibilities and competing priorities.

Strong verbal and written communication skills.

Excellent customer service skills.

Strong problem-solving and analytical skills.

Ability to work independently and as part of a team.

Ability to maintain confidential information.

Proficiency with Microsoft Office, particularly Excel and Outlook.

Ability to learn and effectively use multiple software systems.

Ability to research issues, identify problems, and determine appropriate solutions.

Professional demeanor and sound judgment.

WORKING RELATIONSHIPS

This position works closely with:

Finance Department

Operations Department

Human Resources

Branch Managers and Office Personnel

Fleet Management Vendors

Equipment and Service Vendors

Insurance Providers

Other internal and external business partners

PHYSICAL REQUIREMENTS

Prolonged periods of sitting and working at a computer.

Frequent use of standard office equipment

Ability to communicate effectively by telephone, email, and in person.

Ability to occasionally lift or move office materials weighing up to 25 pounds.

Ability to perform repetitive computer and data-entry activities.

CONFIDENTIALITY

This position may have access to confidential financial, employee, customer, vendor, and company information. The employee is expected to maintain strict confidentiality and protect company information in accordance with Jetz policies and applicable laws.

Jetz specializes in supplying top of the line Coin/Card Operated computerized laundry equipment, as well as in-unit domestic laundry equipment to multi-family apartment buildings, condominium buildings, senior citizen communities, college student housing, hotels, motels, trucking plazas, campgrounds and resorts.