Administrative CoordinatorWouch, Maloney & Co., LLP, a growing accounting and advisory firm, is looking for a highly organized, detail-oriented, energetic Administrative Coordinator. This position supports our team by managing administrative, billing, and other operational tasks. This role is critical in removing non-billable work from partners and managers, allowing them to focus on client delivery.The ideal candidate is highly professional, technically skilled, and takes a hands-on, solution-focused approach.
You are someone who anticipates needs, identifies issues early, and follows through to resolution.Key ResponsibilitiesBilling, Invoicing & CollectionsRun necessary reports to prepare, review, and finalize client invoices on Excel spreadsheet and run reports at end of billing periodEnsure invoices are accurate, timely, and consistentMonitor accounts receivable and follow up on collections professionally and assertivelyProvide updates to partners and managers on outstanding balancesAdministrative & Firm SupportOpen new clients, add projects, maintain client information in AxcessPrepare, format, proofread, and finalize documents using Microsoft WordCreate and maintain spreadsheets and track logs in ExcelAssist with client correspondence, engagement letters, and deliverablesMaintain organized electronic and physical filing systems, according to record retention guidelinesManage reception duties, including phones, mail, and office suppliesProcess & Workflow ManagementTrack tasks and ensure timely follow-throughMonitor administrative workflows and identify inconsistenciesCoordinate communication between staff, partners, and vendorsRequired Skills & QualificationsStrong proficiency in Microsoft Word and ExcelExceptional attention to detail and organizational skills, diligent and accurateAbility to manage multiple priorities and meet deadlinesClear, professional written and verbal communication skillsComfortable working in a fast-paced, deadline-driven professional environmentClient-focused mindset with high degree of professionalismPreferred ExperienceExperience in a public accounting or professional services environmentBackground in billing and collectionsFamiliarity with CCH Axcess, ShareFile, SafeSend a plusAssociate or bachelor's degree preferredBenefitsCompetitive payComprehensive benefits including health, dental vision, life insurance and short and long-term disability, 401(k) with company match, flexible benefits programs including FSA, HSA and HRAInclusive culture with team outings, service projects, sports events and more!