Finance & Administrative Operations Coordinator

Lever, Inc.; Portugal; Remote; EUR 28,000 - 38,000; Full time

Benefits offered by this job

Remote opportunity

Job summary

Lever, Inc. seeks a Finance & Administrative Operations Coordinator based in Portugal to support accounts receivable, reconciliation, payroll coordination, and administrative tasks.

You will work hands-on with QuickBooks Desktop, Excel reporting, and various billing platforms while maintaining accurate records and documentation. The role emphasizes organization, proactive issue resolution, and cross‑functional collaboration to keep daily financial and operational activities moving smoothly.

Qualifications

• Experience in accounts receivable, including follow-up and collections coordination.
• Payroll-support experience or coordination responsibilities.
• Strong Excel skills and ability to prepare reports and reconciliations.
• Proficiency with Microsoft Office and common business software.
• Professional English communication; bilingual Spanish is a plus.

Responsibilities

• Manage weekly accounts receivable aging reviews and follow up on overdue payments.
• Maintain open-item lists and trackers for unresolved balances and payment issues.
• Record keeping in QuickBooks Desktop and AR reporting; reconcile bank activity.
• Coordinate with receivables, collections, and client contacts to resolve payment exceptions.
• Prepare Excel-based reports and financial trackers for operations.

Skills

Accounts receivable

Payroll coordination

Excel

Microsoft Office

English communication

Tools

QuickBooks Desktop

Service Channel

RouteStar

Google Workspace

Job description

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 Portugal.

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.

How Jobgether works:

We use an AI‑powered matching process to ensure your application is reviewed quickly, objectively, and fairly against the role's core requirements. Our system identifies the top‑fitting candidates, and this shortlist is then shared directly with the hiring company. The final decision and next steps (interviews, assessments) are managed by their internal team.

We appreciate your interest and wish you the best!

Data Privacy Notice:

By submitting your application, you acknowledge that Jobgether will process your personal data to evaluate your candidacy and share relevant information with the hiring employer. This processing is based on legitimate interest and pre‑contractual measures under applicable data protection laws (including GDPR). You may exercise your rights (access, rectification, erasure, objection) at any time.