Accounting & Compliance Coordinator

OERTZENGroup; Atlanta (GA); Hybrid; USD 65,000 - 95,000; Full time

Benefits offered by this job

Annual Incentive Program

401k Plan

Home Office Options

Vacation & Holidays

Team incentives

Job summary

OERTZENGroup seeks an Accounting & Compliance Coordinator to oversee core financial processes, payroll, invoicing, forecasting, and cross-functional operations across client portals. You will manage end-to-end accounting coordination, onboarding, and reporting in collaboration with leadership.

Ideal candidates have hands-on bookkeeping experience, payroll processing, CRM, and strong data accuracy. This role offers a dynamic, client-focused environment with competitive compensation and benefits.

Qualifications

• Hands-on experience with Bookkeeping software, accounts receivable, accounts payable, and general ledger journal entries.
• Familiarity with full-cycle payroll processing and HR/payroll platforms
• Proficiency with CRM (deal stages, line items, revenue tracking)
• Advanced knowledge of Microsoft Excel / Google Sheets for complex commission calculations, forecasting, and scorecards.
• Prior experience managing contractor platforms, expense management systems, and client management portals.
• Excellent written and verbal communication skills with strong attention to confidentiality and detail.

Responsibilities

• Weekly invoicing and reconcile payments.
• Generate proposals from templates following RFPs for executive search and professional recruitment; update forecasts and trigger invoicing.
• Monitor open invoices and follow up at 2-week, 30-day intervals; generate regular receivables reports.
• Update the sales forecast every Friday based on assignment stages, total contractual volume, and active searches.
• Manage CRM deal pipelines by adding engagement fee line items, updating deal stages post-contract, and updating values from forecast to actual.
• Track closed contracts, placement invoices, and commission recipients; produce monthly performance scorecards for sales professionals and recruiters.
• Process semi-monthly payroll via Insperity, including commissions, PTO, and 401(k) changes.
• Audit PTO calendar before payroll and process retirement contributions.
• Run payroll journal entries and upload to bookkeeping software.
• Process accounts payable, obtain W-9 forms, and liaise with external CPA.
• Oversee recurring bills and verify automatic payments.
• Review contractor timesheets and invoice clients monthly.
• Onboard new clients and staff; create client logins and upload expense reports and invoices.
• Answer dedicated client lines and manage mail for virtual mailbox accounts.
• Maintain system access records and portal questions; support benefits and software providers.
• Maintain vendor documentation and reporting.
• Keep operations flow; secure communications and confidentiality.

Skills

Financial & Accounting Proficiency

Payroll Experience

CRM & Tools

Spreadsheet & Data Accuracy

Vendor & Portal Management

Communication & Discretion

Job description

We are seeking a detail-oriented, highly organized Accounting & Compliance Coordinator

to oversee core financial processes, payroll administration, sales forecasting, and office operations. In this role, you will be responsible for end-to-end accounting coordination, sales pipeline tracking, client and employee onboarding, and administrative support across multiple client portals.

Key Responsibilities

1-Finance, Invoicing & Receivables

• Weekly Invoicing: Reconcile incoming payments and keep related financial spreadsheets up to date.
• Proposals & Agreements: Generate proposals from templates following Requests for Proposal (RFPs) for executive search and professional recruitment. Update forecasts and trigger invoicing upon execution of agreements.
• Collections & Accounts Receivable: Monitor open and delayed invoices, initiating outreach at 2-week, 30-day, and subsequent intervals. Maintain updated recipient contacts for billing and generate regular receivables reports from Bookkeeping Software.
• Weekly Forecasts: Update the sales forecast every Friday based on assignment stages, total contractual volume, and active searches.
• CRM Administration: Manage deal pipelines in CRM by adding engagement fee line items/installments, updating deal stages post-contract execution, and updating deal values from forecasted to actual placed figures upon placement.
• Commissions & Performance Tracking: Track closed contracts, placement invoices, and commission recipients. Produce monthly performance scorecards for sales professionals and recruiters, reviewing figures regularly with leadership.
• Payroll Processing: Process semi-monthly payroll (around the 15th and end of month via Insperity), entering commissions, PTO, and 401(k) changes. Ensure commission payouts run on the designated schedule (e.g., August commissions paid on mid-September payroll).
• PTO & Retirement Administration: Audit the PTO calendar prior to payroll execution, close out monthly PTO records, and process retirement contribution sheets via 401K provider.
• Journal Entries & Reporting: Run payroll journal-entry reports through Insperity and Integra, uploading all relevant entries into Bookkeeping software.

4-Accounts Payable & Accounting Coordination

• Vendor & Contractor Management: Process accounts payable, obtain W-9 forms, upload documentation to Bookkeeping Software, and liaise directly with the external CPA.
• Recurring Payments & Expenses: Oversee recurring bills (e.g., insurance, cell phone plan, CRM), verifying that automatic payments process accurately.
• Vendor Management: Review and approve contractor timesheets on Mondays, monitor scheduled payments, transfer invoice and reimbursement data into tracking sheets, and invoice clients monthly via Bookkeeping software

5-Client Onboarding, Portal Administration & Support

• Client & Employee Onboarding: Execute new client and company setups following established SOPs, including multi-page configuration and adding companies to applicable office services and mailbox lists. Onboard new staff upon receipt of required documentation.
• Client Portal: Create client logins and upload expense reports and invoices to ensure secure, GDPR-compliant communication and employee access.
• Mail & Dedicated Line Support: Answer dedicated client phone lines, configure new phone lines as needed, and manage/scan incoming physical mail for virtual mailbox client accounts.
• Operations Support: Maintain system access records and password documentation, serving as the primary operational point of contact for benefits, software providers, and portal questions.

Qualifications & Skills

• Financial & Accounting Proficiency: Hands-on experience with Bookkeeping software, accounts receivable, accounts payable, and general ledger journal entries.
• Payroll Experience: Familiarity with full-cycle payroll processing and HR/payroll platforms
• CRM & Tools: Proficiency with CRM (deal stages, line items, revenue tracking)
• Spreadsheet & Data Accuracy: Advanced knowledge of Microsoft Excel / Google Sheets for complex commission calculations, forecasting, and scorecards.
• Vendor & Portal Management: Prior experience managing contractor platforms), expense management systems, and client management portals.
• Communication & Discretion: Excellent written and verbal communication skills with strong attention to confidentiality and detail.

What’s in it for you?

• Attractive Compensation Package and Performance Bonus
• Annual Incentive Program
• 18 Days Annual Vacation and 9 Paid Holidays – 20 Days in Year 2
• 401k Plan
• Fun and Flexible Work Environment – Home Office Options
• Additional Office and Team-based incentives

Our Values

• Ethics: do the right thing when no one else is looking!
• Proactivity: act in advance of a future situation, rather than just reacting. Take control and make things happen rather than adjusting to a situation or waiting for something to happen.
• Innovation: whether it be technology, processes, or method. Constantly challenge the status quo.
• Curiosity: display a sincere interest in our client’s industry and products.
• Customer centric: look from the outside in and not the other way around.
• Communication: internal and external drive to communicate better.