CPT-11588 Finance & Administrative Operations Coordinator

Independent Contractor – CPT-11588 Finance & Administrative Operations Coordinator/Business Support VA/Junior-Advanced Level (Remote).

20four7VA is seeking offshore independent contractors to deliver remote services to clients worldwide, with a primary focus on developed markets such as the United States, the United Kingdom, Canada, and Australia.

A boutique consultancy is seeking a full-time Finance & Administrative Operations Coordinator to support a growing small-business client in the sanitation-services industry.

This hands-on role combines accounts receivable, QuickBooks Desktop, payment follow-up, payment and deposit reconciliation, billing coordination, payroll support, administrative follow-through, and day-to-day operations.

The ideal candidate will have demonstrated hands-on transactional finance and administrative experience and be comfortable working in a small, fast-moving business where processes are still developing. The VA should be proactive in gathering information, following up on outstanding items, identifying exceptions, and keeping financial and operational tasks moving to completion.

General VA or office administration experience alone is not sufficient for this role. Candidates should have practical experience with QuickBooks Desktop, accounts receivable, payment follow-up, reconciliation, and financial administration.

The objective of each engagement is to assist the client in improving business efficiency, enhancing service delivery, or supporting operational functions through high-quality, task-specific services rendered by a qualified contractor.

Contractors will be required to provide services that align with the following client tasks:

• Maintain a weekly AR aging review, flag past-due balances, and own payment follow-up for outstanding accounts.
• Maintain an open-items list for unresolved customer balances, payment issues, and other AR-related matters.
• Support QuickBooks Desktop with payments, deposits, customer records, statements, and AR reporting.
• Coordinate with corporate receivables and collections contacts regarding payment exceptions, aging items, unapplied credits, and open balances.
• Monitor deposits from field staff-collected checks, cash, and money orders.
• Reconcile expected customer payments against bank activity and QuickBooks records.
• Project-manage physical check processing and follow up on outstanding items as needed.
• Monitor and use Service Channel and other multi-service client billing systems, including following up on billing exceptions and payment issues.
• Check invoice numbers, customer records, and payment records between RouteStar and QuickBooks when matching issues arise.
• Reconcile customer payments, deposits, bank activity, and financial records.
• Prepare Excel-based reports, reconciliations, financial trackers, and other administrative reports.
• Gather receipts and explanations for gas cards, food, supplies, maintenance, uniforms, certified mail, truck costs, Amazon, Home Depot, supplier charges, and other card activity.
• Identify unusual variances, missing documentation, and other issues requiring follow-up.
• Coordinate outstanding requests and documentation with the client’s bookkeeping team.
• Answer the bookkeeper’s questions, gather source documents, track unresolved requests, and ensure supporting documentation reaches the bookkeeping team promptly.

• Prepare payroll detail support for Client review and submission, including commissions, extra pay items, reimbursements, pay-stub checks, and related backup.
• Gather and organize new-hire payroll fields and related administrative details for review and entry as directed.
• Maintain organized payroll-support documentation and follow up on missing information.

• Maintain weekly open-items trackers, follow-up logs, status updates, and checklists.
• Use a weekly checklist to ensure recurring financial, administrative, and operational tasks are completed on time.
• Manage the receipt and inventory level systems.
• Order office supplies and monitor supply needs.
• Coordinate fleet-related administrative tasks and follow up with fleet vendors or other outside partners as needed.
• Prepare, organize, and route documents needed to support existing clients on an ad-hoc basis, in coordination with the appropriate internal client-service contact.
• Provide routine administrative support including follow-up, document preparation, record maintenance, scheduling, task tracking, and related coordination.
• Support HR-related administrative tasks under the direction of the PEO, operations manager, or other designated advisor. HR responsibilities are limited to administrative support and coordination.
• Follow up with customers, vendors, bookkeepers, corporate contacts, and internal team members to obtain needed information.
• Help create, document, and improve recurring processes and SOPs.
• Support additional operational and administrative needs as assigned.

Each engagement is based on a defined scope of work and is governed by an independent contractor agreement. Services must be performed professionally, with adherence to any timelines, guidelines, and deliverables agreed upon in writing.

The Contractor must demonstrate proficiency in the following, depending on the Client’s requirements:

• Strong hands-on QuickBooks Desktop experience required.
• Hands-on accounts receivable experience required.
• Experience with payment follow-up and collections coordination required.
• Experience with payment and deposit reconciliation required.
• Experience in financial administration, bookkeeping, or accounting support required.
• Strong Microsoft Excel skills required.
• Experience reconciling customer payments against bank and accounting records preferred.
• Experience with Service Channel or similar client billing systems is a plus.
• Experience with RouteStar is a plus.
• Payroll-support experience strongly preferred.
• Operations or office-administration experience strongly preferred.
• Customer and vendor communication experience preferred.
• Small-business experience strongly preferred.
• HR administration experience preferred.
• Inventory or fleet administration experience is a plus.

The ideal candidate is:

• Highly organized, proactive, and detail-oriented.
• Experienced in hands-on transactional finance administration.
• Comfortable taking ownership of recurring AR and financial follow-up.
• Persistent and professional when following up on past-due payments or missing information.
• Comfortable working in a small, fast-moving business with developing processes.
• Resourceful and comfortable working independently.
• Willing to pick up the phone and proactively obtain missing information.
• Strong in relationship-building and follow-through.
• Process-minded and willing to improve and document workflows.
• Able to identify discrepancies, exceptions, missing information, and unusual variances.
• Comfortable wearing multiple hats across finance, administration, and operations.
• Able to maintain organized trackers, checklists, and open-item lists without losing sight of deadlines.

• QuickBooks Desktop
• Microsoft Excel
• Microsoft Office
• Google Workspace
• RouteStar
• Service Channel
• Client Billing / Multi-Service Billing Portals
• Payroll / Timekeeping Platforms

• Contracted Hours per Week: 40 Hours
• Scheduled Working Days: Monday through Friday (unless otherwise mutually agreed in writing)
• Daily Working Time: 9:00 AM – 5:00 PM EST

Note: The Company will make reasonable efforts to align the Assigned VA’s schedule with the Client’s preferred hours as set forth above. However, availability may vary based on time zones, capacity, and the contracted hours set in this SOW. Any changes must be mutually agreed to in writing through a revised SOW.

• Contractors will operate under a Master Services Agreement and a Statement of Work
• This is not an offer of employment; contractors are not employees of 20four7VA or any client
• All compensation is processed through 20four7VA according to the terms of the engagement

• REQUIRED SERVICE: Business Support
• REQUESTED EXPERIENCE TIER LEVEL: Junior, Senior, and Advanced Level
• Contracted Hours per Week: 40 hours/week
• Daily Working Time: 9:00 AM – 5:00 PM EST
• Scheduled Working Days: Monday-Friday
• REPORTING TO/POC: To Be Determined
• Number of VAs: 1
• GENDER PREFERENCE: None
• LANGUAGES SPOKEN/PREFERENCE: English Required; Bilingual Spanish a Plus
• ACCENT PREFERENCE: Level A-B (Native or Near-Native English Accent Required)
• REGION PREFERENCES: Nearshore Required