Finance & Administrative Coordinator

FINANCE AND ADMINISTRATIVE COORDINATOR

COMPANY:

edgefactory is an Emmy© and Telly© award-winning full-service media production factory. For over 25 years, we’ve specialized in elevating brands by adding energy, emotion, and edge. Through creativity and technology with an emphasis on service, we create experiences for our clients at a whole new level. With a focus on meetings and events, corporate communications, and tradeshows, our creative excites our clients and engages their audiences in the face-to-face or virtual world.

JOB DESCRIPTION:

A full-time Finance & Administrative Coordinator supporting the Chief Financial Officer in key areas of accounting, sales, human resources, and general administration.  This position will work Monday – Friday (9am – 5pm) in our Orlando Office

RESPONSIBILITIES INCLUDE, BUT ARE NOT LIMITED TO:

Independently manage multiple projects in a fast-paced team environment with minimal oversight; comfortable working in Microsoft Excel spreadsheets; attention to detail and accuracy is highly sought.  Must be able to maintain confidentiality. 

Finance

• Manage & Coordinate Accounts Payable & Receivable: 
• Manage collections efforts for outstanding accounts receivable, including client communications, follow-up, and escalation of invoices exceeding established aging thresholds.
• Update Accounts Receivable tracking spreadsheet on a day-to-day basis 
• Prepare final invoices: true-up travels (prepare comparison), add change orders, apply payments and late fees.  All done through our invoice platform (Salesforce) 
• Process customer credit card payments using Square online platform. 
• Process weekly timesheets from previous week:  update PTO Advanced Accruals report; enter contractor timesheets into Accounting Software (QuickBooks) 
• Job-cost & categorize company credit card transactions 
• Track signed quotes (PandaDoc) 
• Update sales forecast bi-weekly, including a Business Development deck 
• Update Master Job Profitability report by quarter 
• Enter new projects into Harvest, a time-keeping platform, and determine budget hours 
• Set-up new contractors and vendors into QuickBooks, obtain W9s and ACH payment information 
• Update Operating Budget Monthly 
• Track vendor invoices for large shows 
• Assist with month-end and year-end close processes
• Reconcile bank and credit card accounts
• Maintain accurate general ledger coding
  
  

Human Resources

• Send onboarding paperwork to employees and contractors; update QuickBooks and Master Directory 
• Complete Employee Status Change forms 
• Create offer letters 
• Maintain employee and contractor rates spreadsheet 
• Set-up new users in Harvest 
  
  

CRM Administration & Sales Support

• Assist Executive & Service Team with assistance in building Quotes / Scope creation. 
• Prepare Open/Closed Opportunity reports and custom reports 
• Update Salesforce Standard Operating Procedures handbook 
• Set-up PandaDoc accounts for all Salesforce users 
  
  

Miscellaneous

• Complete supplier/procurement registrations 
• Complete ASANA (a work management platform) tasks as assigned 
• Assist with special projects and company initiatives as assigned
• Work with the Executive Team to plan and coordinate team-building activities
• Proofread materials as needed 
• Maintaining employee records and documentation 
• Identify opportunities to improve administrative, accounting, and operational processes and assist in implementing process improvements
• Exceptional organizational skills with the ability to manage multiple priorities, deadlines, and stakeholders simultaneously while maintaining a high degree of accuracy and attention to detail
  
  

REQUIRED SKILLS/EXPERIENCE:

• 3-5 years of experience in bookkeeping, accounting administration, office management, or a related business operations role
• Experience managing accounts receivable, accounts payable, and bookkeeping functions in QuickBooks Online preferred
• Must be well-versed in all areas of QuickBooks Online; Microsoft Office including SharePoint, Word, Excel, PowerPoint 
• Knowledge of Salesforce CRM 
  
  

EDUCATION:

Bachelor’s Degree or equivalent experience preferred.

TIME COMMITMENT:

Monday through Friday, 9:00 AM – 6:00 PM.

Some nights and weekends may be required

JOIN OUR AWARD-WINNING TEAM:

Submit your resume to:

hireme@edgefactory.com

Job Location: Orlando, FL

Relocation:     None

“edgefactory is an Equal Opportunity Employer”