Operations & Bookkeeping Coordinator

We are seeking a highly organized and detail-oriented professional to support the financial, operational, and administrative functions of our approximately 40 employee field service company. We use tools such as Google Workspace, Notion, Claude AI, Slack, and Canva, along with Industry-specific scheduling/work order software.

Key Responsibilities

Bookkeeping & Financial Administration

- Manage day-to-day bookkeeping activities, including data entry, payroll entry, expense tracking, and invoice processing utilizing Quickbooks and other business systems.
- Manage receipts, create transaction entries, and oversee accounts receivable follow-ups.

Database & Knowledge Management

- Build, organize, and maintain internal databases and information systems, with an emphasis on Notion.
- Use AI tools and automations to support and streamline information management
- Develop and improve workflows that streamline business processes and information management.
- Maintain organized records for clients, projects, and internal operations.

Operations Coordination

- Support the coordination of day-to-day business operations including work order follow-up and email support.
- Assist with scheduling, project tracking, and administrative workflows ensuring information is communicated effectively across teams.
- Identify opportunities to improve efficiency and implement process improvements.

Administrative & Business Support

- Provide general administrative support to leadership as needed.
- Support additional business functions, including marketing and client communications, when needed.

Required Skills

- Intermediate bookkeeping knowledge
- Experience with database and knowledge management systems, preferably Notion.
- Excellent organizational skills and exceptional attention to detail.
- Ability to work independently and manage multiple projects simultaneously.
- Independent and conscientious doer who sees what needs to be done and does not constant oversight

Preferred Qualifications

- Experience in operations or business administration.
- Background supporting small businesses or entrepreneurial environments.
- Familiarity with process improvement and workflow optimization.
- Experience with social media management or basic marketing support is a plus.

Ideal Candidate

If you are proactive, adaptable, systems-oriented, smart and enjoy learning new things every day you will be the perfect addition and an essential member of our growing team.