Overview

We are seeking a warm, dependable, and highly organized Office Operations & Accounting Coordinator to support the smooth day-to-day functioning of our business across two offices. This is an office-first role, with a strong emphasis on accounting administration and operational coordination, and limited executive support (~15%).

The right person is a steady operator — someone who takes ownership, works quickly and discreetly, improves how things run, and shows up with a servant‑leader mindset to support the team.

Key Responsibilities

Accounting & Finance Support (≈45%)

• Process accounts payable and receivable
• Enter and reconcile expense reports
• Support month‑end close activities and financial administration
• Work closely with the accounting function to ensure accuracy, timeliness, and follow‑up
• Use QuickBooks (experience is an asset, not required)

Office Operations (≈30%)

• Oversee daily office operations across two offices supporting ~35 team members
• Coordinate vendors, maintenance, repairs, and service providers
• Manage office supplies, kitchen inventory, and shared spaces
• Maintain and continually improve operational processes and vendor relationships
• Ensure offices run smoothly without being involved in day‑to‑day people friction

Events & Culture (≈10%)

• Plan and execute 2–3 company events per year
• Create event plans and manage event budgets
• Coordinate logistics, vendors, and communications

Executive & Administrative Support (≈15%)

• Provide light, day‑to‑day administrative support to the President
• Manage scheduling, coordination, and prioritization of requests as needed
• Act with discretion and sound judgment

Qualifications & Traits

• Experience as an Office Coordinator or similar role
• Strong organizational skills, speed, and follow‑through
• Comfortable acting independently, with support from leadership
• Accounting administration experience (AP, AR, expenses, month‑end support)
• Professional communication and high discretion
• Warm, team‑oriented, service‑minded approach
• Assertive when needed, while remaining collaborative
• Strong sense of ownership and accountability

Role Details

• Office‑based (with flexibility as needed)
• No direct reports today; potential for future growth
• Not a people‑management or HR‑conflict role

✅ Who This Role Is For

This role is ideal for someone who:

• Enjoys being the operational backbone of an office
• Has hands‑on AP/AR, expenses, and month‑end exposure (not full accounting)
• Prefers clarity, ownership, and follow‑through over visibility or status
• Is comfortable supporting leadership without needing to be in the spotlight
• Naturally brings:
• • Warmth and approachability
• A team‑first, servant‑leader mindset
• Speed and decisiveness
• Discretion and professional judgment
• Assertiveness when follow‑ups are needed

They take pride in things running smoothly, vendors being handled well, numbers being accurate, and teammates feeling supported.

Who This Role Is Not For

This role is not a fit for someone who:

• Is looking for a pure Executive Assistant role
• Wants calendar‑heavy, travel‑heavy, or board‑level executive exposure
• Expects to manage people immediately
• Is on a CPA / controller track or seeking deep accounting ownership
• Dislikes being office‑based or hands‑on with logistics
• Focuses on conflict resolution or HR employee issues (this role avoids day‑to‑day friction)