Our client, a design and architecture firm, is seeking a highly organized and detail-oriented Finance & Administrative Coordinator to support the day-to-day operations of its office. This is a varied role combining financial and billing support with office administration, technology coordination, and general operational responsibilities.

The ideal candidate is proactive, dependable, and comfortable wearing multiple hats. This person should have strong administrative skills, excellent attention to detail, and an interest in supporting both the financial and operational sides of a creative professional environment.

Key Responsibilities

• Provide administrative and operational support, including answering phones, greeting visitors, managing mail and deliveries, coordinating shipping and messenger services, and maintaining office records.
• Manage office supplies, kitchen inventory, sample and mockup room needs, and other day-to-day office logistics.
• Coordinate internal meetings and events, including setup and support for recurring Lunch & Learn sessions.
• Assist with monthly billing, including meeting preparation, invoice documentation and formatting, and maintaining organized billing records.
• Enter employee expenses and timesheets, prepare overtime reports, track expense submissions, and support billable/non-billable expense classification.
• Coordinate weekly check deposits and maintain accurate supporting financial documentation.
• Support expense tracking related to travel and visas and follow up with employees on outstanding receipts and timesheets.
• Serve as a liaison with external IT and telecommunications providers, submitting and tracking support requests and coordinating onsite assistance.
• Maintain software and license records and assist with computer, phone, and office technology issues.
• Support employee onboarding and offboarding, including workstation setup, equipment coordination, and account or phone changes.
• Maintain organized office documentation, including emergency contacts, internal files, attendance records, and other operational information.

Qualifications

• Previous experience in an administrative, finance support, office operations, or coordinator role.
• Strong organizational skills and exceptional attention to detail.
• Comfort working with invoices, expenses, timesheets, billing documentation, and other financial records.
• Strong computer skills and ability to learn new financial and operational systems.
• Experience with Ajera or a similar accounting/project management platform is highly preferred.
• Proficiency with Microsoft Office and shared file management systems.
• Comfortable coordinating with IT providers and troubleshooting basic office technology issues.
• Strong written and verbal communication skills with a professional, service-oriented approach.
• Ability to manage multiple priorities independently and follow through on recurring deadlines.
• Experience within an architecture, design, engineering, or other professional services environment is a plus.

Compensation & Schedule

This is a full-time position, with approximately 60% of the role focused on finance and billing support and 40% on administrative and office operations. The anticipated start date is early October. Compensation and additional schedule details will be provided based on experience.