Administrative Coordinator

Administrative Coordinator

Location: Pembroke, NH / Concord, NH

Supervisor: Senior Executive Vice President / General Manager

Schedule: Full-time

Job Summary:

The Administrative Coordinator will be responsible for assisting with various administrative and accounting tasks, including accounts payable, accounts receivable, payroll and miscellaneous customer service duties.  

Responsibilities:

• Assist with accounts payable and accounts receivable functions, including processing invoices, expense reports, and payments, and reconciling accounts.
• Act as a customer service agent by addressing inquiries, resolving issues, and ensuring ongoing customer satisfaction.
• Process vendor invoices accurately and in a timely manner.
• Timely and accurate processing, verification, and reconciliation of vendor invoices and statements.
• Ensure compliance with company policies and procedures regarding payment approvals.
• Correspond with vendors regarding payment inquiries and discrepancies.
• Maintain organized and up-to-date records of accounts payable transactions.
• Provide comprehensive administrative support to the administrative team, offering coverage and assistance as needed.
• Prepare and maintain financial records, reports, and spreadsheets, ensuring accuracy and compliance with company policies and procedures.
• Assist with payroll processing, including gathering and verifying timesheets, commissions, per diem allowances, calculating wages, and preparing payroll reports.
• Assist with month-end and year-end financial close processes.
• Respond to inquiries from vendors, customers, and employees regarding accounting transactions, invoices, and payment status.
• Assist with administrative tasks, such as distribution of mail, filing documents, scheduling meetings, and assistance with training events.
• Coordinate with other departments, such as operations, finance, and human resources to ensure compliance and other business affiliations.
• Maintain a professional demeanor and positive attitude while representing the company to clients, regulatory agencies, and other partners.
• Maintain cleanliness and organization of work areas, aircraft, vehicles, and all company equipment through diligent housekeeping practices.
• Serve as a responsible steward of company resources by promoting efficiency and conservation measures.
• Capable of working flexible hours to support the needs of customers.
• Maintain proficiency in software systems and processes.
• Other tasks as assigned.

• Proven experience in administrative support, accounting, or related role.
• Working knowledge of accounts receivable and accounts payable processes.
• Strong understanding of basic accounting principles.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Experience with maintaining data in business applications or CRM systems.
• Excellent customer service skills, both in person and over the phone.
• Strong verbal and written communication skills.
• High attention to detail with strong organizational skills.
• Ability to manage multiple tasks, prioritize effectively, and meet deadlines.
• Comfortable answering and directing incoming calls in a professional manner.
• Problem-solving mindset with ability to work independently and as part of a team.
• High level of integrity, professionalism, and confidentiality.

To ensure a fair hiring process, we are not accepting phone inquiries. Please apply online using the link in this advertisement.