Accounting Operations & Administrative Coordinator

Punch Financial; United States; On-site; USD 60,000 - 70,000; Full time

Benefits offered by this job

Full Benefits

401k

Job summary

Punch Financial is seeking an organized, detail-oriented administrative professional to support our accounting team. You will navigate QuickBooks Online, pull financial reports, and manage workflows to keep client projects on track.

Responsibilities include coordinating onboarding, handling document requests, preparing status updates, and maintaining organized records across multiple clients while upholding data security and confidentiality.

Qualifications

• Accounting background through education or experience in bookkeeping, accounting support, or an accounting firm.
• Hands-on experience using QuickBooks Online, including pulling financial statements and reports, and familiarity with Bill.com or similar accounts payable platforms.
• Tech-savvy and comfortable learning new systems quickly across multiple accounting, workflow, and communication platforms.

Responsibilities

• Pull financial statements and other reports from QuickBooks Online, checking the client, reporting period, and requested settings before sharing.
• Gather and organize supporting documentation for audits, tax preparation, client requests, and internal reviews, and manage the related workflow to ensure information is complete and ready for review or delivery.
• Own the annual 1099 process, including collecting W-9s, maintaining vendor information, tracking items, and managing the year-end spreadsheet and workflow.
• Coordinate client document requests and follow up on missing information.
• Prepare weekly status reports summarizing close deadlines, outstanding requests, blockers, and items requiring attention.
• Monitor client close deadlines and progress by reviewing close schedules and escalating delays as needed.

Skills

Organizational skills

Attention to detail

Communication

Time management

Professional written communication

Education

Accounting background or bookkeeping experience

Tools

QuickBooks Online

Bill.com

Spreadsheet software

Job description

We are an outsourced accounting and CFO firm looking for a highly organized, detail-oriented, dependable person to support our accounting team in keeping the business running smoothly.

This is primarily an administrative and operations role that requires an accounting background. You should be comfortable navigating QuickBooks Online, pulling financial reports, and understanding accounting workflows. Your main responsibility will be coordinating the details, communication, and follow-up that keep our clients and team on track.

We’re looking for someone who takes ownership, anticipates what needs to happen next, and follows tasks through to completion.

What you’ll do

Accounting and client support

• Pull financial statements and other reports from QuickBooks Online, checking the client, reporting period, and requested settings before sharing.
• Gather and organize supporting documentation for audits, tax preparation, client requests, and internal reviews, and manage the related workflow to ensure requested information is complete, properly routed, and ready for review or delivery.
• Own the annual 1099 process, including collecting W-9s, maintaining accurate vendor information, tracking outstanding items, and managing the year-end 1099 tracking spreadsheet and workflow.
• Coordinate client document requests and follow up on missing information.
• Prepare weekly status reports summarizing close deadlines, outstanding requests, blockers, and items requiring attention.
• Monitor client close deadlines and progress by reviewing assigned close schedules, checking in with the accounting team on status, and escalating potential delays, blockers, or missed deadlines to the appropriate reviewers for follow-up.

Client onboarding, implementation, and offboarding

• Coordinate onboarding checklists, track implementation tasks, and follow up with the appropriate team members.
• Set up client folders, maintain organized records, and ensure required documents are complete and easy to find.
• Coordinate system access and permissions according to firm policies.
• Support offboarding by tracking document transfers, access removal, and completion of required steps.
• Handle sensitive financial information carefully and follow established data security procedures.

Daily administration and team coordination

• Manage company inboxes by responding to routine requests, routing emails and questions to the appropriate team members, and tracking open items through resolution.
• Support client communication, meeting scheduling, calendars, and follow-up.
• Maintain task trackers, checklists, contact lists, and internal documentation.
• Help the Director and operations team monitor priorities, identify overdue tasks, and keep work moving.
• Improve recurring administrative processes so the team can work more efficiently.

Business development and marketing support

• Support business development outreach by organizing prospect lists, coordinating outreach, and tracking follow-ups.
• Coordinate LinkedIn posts and publish approved content.
• Schedule prospect meetings and keep contact records and next steps up to date.

What we’re looking for

• An accounting background through education or experience in bookkeeping, accounting support, or an accounting firm.
• Hands-on experience using QuickBooks Online, including pulling financial statements and reports, and familiarity with Bill.com or similar accounts payable platforms.
• Tech-savvy and comfortable learning new systems quickly, with the ability to work across multiple accounting, workflow, and communication platforms.
• Strong organizational skills and the ability to manage multiple clients, deadlines, and requests.
• Clear, professional written communication and confidence following up with clients and colleagues.
• Comfort using spreadsheets, shared folders, calendars, and task management tools.
• Good judgment when handling confidential information and deciding when to elevate an issue.
• A willingness to handle the everyday administrative details that keep a professional services firm running.
• Experience independently managing the annual 1099 filing process.

Experience with outsourced accounting, client onboarding, or business development support is a plus.

What success looks like

Client onboarding is organized. Company inboxes are well managed. Reports are accurate and delivered on time. Close deadlines are visible, workflows stay on track, missing information is followed up on, and issues are flagged early.

You don’t need to have every answer, but you do need to ask good questions, keep accurate records, and make sure requests reach a clear resolution.

Full Benefits, $60,000-70,000 Annually, 401k