Finance & Administrative Operations Coordinator

Lever, Inc.; Italia; Remoto; EUR 37.000 - 61.000; Tempo pieno

Vantaggi offerti da questo lavoro

Remote opportunity

Weekly payments

Free training and upskilling

Ongoing support

Descrizione del lavoro

Lever, Inc. is seeking a Finance & Administrative Operations Coordinator based in Italy to handle hands-on finance and operations tasks in a fast-moving environment. You will manage AR, reconciliations, payroll coordination, and admin duties using QuickBooks Desktop and Excel-based reporting.

The role requires strong organization, persistence, and the ability to work independently while improving processes and documentation. Remote nearshore opportunities and a 40-hour week are available.

Competenze

• Hands-on experience with QuickBooks Desktop.
• AR follow-up and collections coordination.
• Experience reconciling payments, deposits, and bank activity.
• Background in financial administration or bookkeeping.
• Strong Excel skills for reports, trackers, and analyses.
• Ability to identify discrepancies and missing documentation.

Mansioni

• Manage weekly AR aging reviews, identify overdue balances, and follow up on payments.
• Maintain open-item lists and trackers for unresolved balances.
• Maintain customer records, payments, deposits, and AR reporting in QuickBooks Desktop.
• Coordinate with receivables, collections, bookkeeping, and client contacts to resolve issues.
• Monitor deposits and reconcile payments against bank and accounting records.
• Manage check processing and follow up on deposits or payment items.
• Use billing platforms like Service Channel to monitor billing issues.
• Compare invoices, customers, and payments across systems to resolve mismatches.
• Prepare Excel-based reports, reconciliations, and financial trackers.
• Gather receipts for business expenses and maintain documentation.
• Identify variances and missing information requiring investigation.
• Coordinate with bookkeeping, ensure documentation delivery.
• Prepare payroll support information and supporting documentation.
• Gather new-hire payroll information and maintain payroll-support records.
• Maintain weekly open-item trackers and status updates.
• Support inventory, office supplies, and fleet admin coordination.
• Prepare client documents and provide routine admin support.
• Support HR administration activities under managers.
• Communicate proactively with customers, vendors, and stakeholders.
• Help create and improve recurring processes and SOPs.
• Provide additional finance, admin, and operational support as required.

Conoscenze

QuickBooks Desktop

Accounts receivable

Excel

Payroll support

Communication

Organization

Strumenti

Service Channel

RouteStar

QuickBooks Desktop

Descrizione del lavoro

This position is listed on behalf of a partner company, who manages all applications and next steps. Our partner is looking for a Finance & Administrative Operations Coordinator based in Italy.

This is a hands-on finance and business operations role supporting a growing small business in a fast-moving environment. You will combine accounts receivable, reconciliation, bookkeeping support, payroll coordination, and administrative operations. The role requires strong practical experience with QuickBooks Desktop, payment follow-up, financial records, and Excel-based reporting. You will take ownership of recurring financial tasks while proactively resolving discrepancies, missing information, and outstanding items. Success in this position depends on organization, persistence, attention to detail, and the ability to work independently. You will also help improve processes, maintain documentation, and keep day-to-day financial and operational activities moving efficiently.

Accountabilities

• Manage weekly accounts receivable aging reviews, identify overdue balances, and proactively follow up on outstanding customer payments.

• Maintain open-item lists and follow-up trackers for unresolved balances, payment exceptions, missing information, and other financial issues.

• Maintain customer records, payments, deposits, statements, and AR reporting in QuickBooks Desktop.

• Coordinate with receivables, collections, bookkeeping, and client contacts to resolve payment exceptions, unapplied credits, aging items, and open balances.

• Monitor deposits from checks, cash, and money orders collected by field staff and reconcile expected customer payments against bank and accounting records.

• Manage physical check processing and follow up on outstanding deposits or payment items.

• Use billing platforms such as Service Channel and related systems to monitor billing exceptions and payment issues.

• Compare invoice, customer, and payment records between RouteStar, QuickBooks, and other systems to identify and resolve mismatches.

• Prepare Excel-based reports, reconciliations, financial trackers, and other operational reports.

• Gather receipts and supporting documentation for business expenses, including fuel, supplies, maintenance, uniforms, vehicle costs, vendor purchases, and other card activity.

• Identify unusual variances, missing documentation, discrepancies, and other issues requiring investigation or follow-up.

• Coordinate with the bookkeeping team by answering questions, gathering source documents, tracking outstanding requests, and ensuring documentation is delivered promptly.

• Prepare payroll support information, including commissions, additional pay items, reimbursements, pay-stub checks, and supporting documentation.

• Gather new-hire payroll information and maintain organized payroll-support records while following up on missing details.

• Maintain weekly open-item trackers, checklists, status updates, and recurring task schedules.

• Support inventory and receipt management, office supply ordering, and fleet-related administrative coordination.

• Prepare and route client-related documents and provide routine administrative support, including scheduling, record maintenance, task tracking, and follow-up.

• Support HR-related administrative activities under the direction of designated advisors or managers.

• Communicate proactively with customers, vendors, bookkeepers, corporate contacts, and internal stakeholders to obtain information and keep tasks moving.

• Help create, document, and improve recurring processes and standard operating procedures.

• Provide additional finance, administrative, and operational support as required within the agreed scope of work.

Requirements

• Strong hands-on experience with QuickBooks Desktop is required.

• Practical experience in accounts receivable, including payment follow-up and collections coordination.

• Experience reconciling customer payments, deposits, bank activity, and accounting records.

• Background in financial administration, bookkeeping, accounting support, or a closely related function.

• Strong Microsoft Excel skills and confidence preparing reports, trackers, reconciliations, and financial analyses.

• Experience identifying discrepancies, missing documentation, unusual variances, and payment exceptions.

• Experience reconciling customer payments against bank and accounting records is preferred.

• Familiarity with Service Channel or similar multi-service/client billing platforms is an advantage.

• Experience with RouteStar is a plus.

• Payroll-support experience is strongly preferred.

• Operations, office administration, customer/vendor communication, or small-business experience is highly valuable.

• HR administration experience is beneficial, as is exposure to inventory or fleet administration.

• Strong organizational skills with the ability to maintain accurate trackers, checklists, and open-item lists.

• Proactive and persistent approach to following up on overdue payments, missing information, and unresolved requests.

• Ability to work independently and take ownership of recurring finance and operational responsibilities.

• Strong communication and relationship-building skills, including confidence communicating by phone and email.

• Resourceful, detail-oriented, and comfortable working in a small business where processes may still be developing.

• Ability to manage multiple priorities while maintaining accuracy and meeting deadlines.

• Familiarity with Microsoft Office, Google Workspace, payroll/timekeeping platforms, and related business systems.

• Professional English communication skills are required; bilingual Spanish is a plus.

• Ability to work the agreed schedule of 9:00 AM–5:00 PM EST, Monday through Friday.

Benefits

• Full-time independent contractor engagement of 40 hours per week.

• Remote opportunity for eligible nearshore candidates.

• Monday-to-Friday schedule, generally 9:00 AM–5:00 PM EST.

• Competitive contractor rates.

• Weekly payments.

• Free training and upskilling opportunities.

• Ongoing support and guidance throughout the engagement.

• Access to a supportive professional community.

• Opportunity to develop experience across finance, bookkeeping, administration, payroll support, and business operations.

• Potential to contribute to process improvement and the development of more efficient operational workflows.

• Exposure to international clients and modern financial and business-support tools.