Administrative Coordinator

Job Title: Administrative Coordinator

Location: Remote

Work Shift: PST

Working Hours: 20 to 25 hours per week/Part-time

Job Description:

Were seeking a detail-oriented Administrative Coordinator to join our team and manage essential contract and financial operations. This part-time role is perfect for someone who thrives on organization, accuracy, and keeping business processes running smoothly.

Youll be the backbone of our contract management and accounts payable processes, ensuring that agreements are properly executed, invoices flow seamlessly, and payment inquiries are handled promptly and professionally. This position requires someone who can work independently, maintain strict attention to detail, and communicate clearly with both internal teams and external partners.

Key Responsibilities:

Contract Management

• Prepare and update client and vendor contracts using established templates

• Coordinate contract execution through electronic signature platforms

• Maintain organized filing systems for signed agreements and related documentation

• Track contract status and follow up on pending signatures

Financial Administration

• Generate and send invoices to clients via QuickBooks

• Process incoming vendor invoices through Bill.com for payment approval

• Maintain accurate records of all financial transactions

• Reconcile payments and update account statuses

Communication & Support

• Respond to internal team questions regarding contract and payment status

• Handle external inquiries from clients and vendors about invoicing and payments

• Escalate complex issues appropriately while resolving routine matters independently

• Provide professional, timely communication across all channels

Qualifications:

• 2+ years of administrative experience, preferably in contract management or accounts payable

• Proficiency with QuickBooks and Bill.com (or similar platforms)

• Experience with electronic signature software (DocuSign, Adobe Sign, or equivalent)

• Strong written and verbal communication skills

• Exceptional organizational skills and attention to detail

• Ability to handle confidential information with discretion

• Comfortable working independently and managing multiple priorities
  

Ideal Candidate Has

• A proactive approach to problem-solving

• Professional demeanor when interfacing with clients and vendors

• Experience in an agency, professional services, or similar fast-paced environment

• Familiarity with contract terminology and basic accounting principles