Accounting Administrative Coordinator Job at Guidepost Solutions LLC in Miami

Summary/Objective

This is a full-time non-exempt position that reports to the Finance and Accounting Manager and the LATAM Co-Presidents. The Accounting Administrative Coordinator will have a dual role supporting the Miami office and LATAM region with administrative functions and assist with general accounting duties. This position requires an individual to be bi-lingual as regular communication with LATAM offices is an active part of the role.

Job Duties

Administrative responsibilities:

• Provide general administrative support for the office such as office mail and supplies, onboarding/offboarding tasks as needed, working with People Operations and IT
• Provide direct administrative support to the co-presidents of LATAM, managing schedules, coordinating travel, preparing meeting materials, and any special projects/tasks assigned ensuring they are completed on time and to a high standard
• Collaborate with LATAM leadership to organize executive meetings, client interactions, and regional events, ensuring seamless logistics

Accounting responsibilities:

• Work closely with case managers to ensure pre-bills for clients go out in a timely and accurate manner; including researching and review of expense back up, as needed
• Receive and log subcontractor invoices for entry in project accounting system and process through payables module; provide prompt follow‐up to any billing and invoicing inquiries
• Preparation and distribution of prebills/client invoices
• Review and modification of billing entries and bill modifications
• Provide support in keeping track of active projects with its respective budgets and deadlines
• Organize and maintain the billing files; other documentation related to onboarding clients and subcontractors
• Processing LATAM office accounts payable; American Express Accounts payable entries and reconciliation of the office American Express card
• Responsible for ensuring accurate time and expense entry for LATAM offices
• Assist corporate accounting team on various special projects as needed

Competencies

• Bi-Lingual
• Administrative
• Accounting
• Communication
• Tech-Savvy
• Ethical Practice

Preferred Education and Experience

• Associate degree in business, accounting, or a related field required
• Minimum of two (2) years’ experience in billing and administration
• Intermediate to advanced skills in Microsoft 365 with a strong emphasis in Excel and MS Word
• Experience working with Microsoft Great Plains or Enterprise Accounting System with an emphasis on billing modules
• Effective organizational and time management skills with experience working in a fast‐paced and high-volume environment with an emphasis on accuracy and timeliness

Position Type/Expected Hours of Work

This is a hybrid, full-time position. Days and hours of work are generally Monday through Friday, 9:00 a.m. to 6:00 p.m.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

The base annual salary range offered for this position is based on numerous factors, including job-related skills and knowledge, experience, specific location, relevant education and/or training. In addition to the annual salary, we offer a full benefits package.