Administrative Coordinator

Wouch Maloney CPAs & Business Advisors; Horsham (PA); On-site; USD 42,000 - 62,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

401(k) with company match

Flexible benefits (FSA/HSA/HRA)

Team outings

Job summary

Wouch Maloney CPAs & Business Advisors in Horsham, PA is seeking an Administrative Coordinator to support our accounting and advisory team. You will manage administrative tasks, billing, and client communications, helping partners focus on delivery.

The ideal candidate is highly organized, detail-oriented, and capable of handling multiple priorities in a fast-paced professional environment. Proficiency in Word and Excel and familiarity with Axcess/ShareFile are a plus.

Qualifications

• Proficient in Microsoft Word and Excel with strong attention to detail.
• Excellent organizational and multitasking abilities in a fast-paced environment.
• Clear written and verbal communication tailored for client interactions.

Responsibilities

• Prepare, format, proofread, and finalize documents using Microsoft Word.
• Create and maintain spreadsheets and track logs in Excel.
• Open new clients, add projects, and maintain client information in Axcess.
• Assist with client correspondence, engagement letters, and deliverables.
• Monitor accounts receivable and assist with billing and collections.
• Manage reception duties, including phones, mail, and office supplies.

Skills

Microsoft Word

Microsoft Excel

Attention to detail

Organizational skills

Multitasking

Written and verbal communication

Education

Associate or bachelor's degree

Tools

CCH Axcess

ShareFile

SafeSend

Job description

Location: Horsham PA

Job Type: Full-time

Position Summary

Wouch, Maloney & Co., LLP, a growing accounting and advisory firm, is looking for a highly organized, detail-oriented, energetic Administrative Coordinator. This position supports our team by managing administrative, billing, and other operational tasks. This role is critical in removing non-billable work from partners and managers, allowing them to focus on client delivery.

The ideal candidate is highly professional, technically skilled, and takes a hands-on, solution-focused approach. You are someone who anticipates needs, identifies issues early, and follows through to resolution.

Key Responsibilities

Billing, Invoicing & Collections

• Run necessary reports to prepare, review, and finalize client invoices on Excel spreadsheet and run reports at end of billing period
• Ensure invoices are accurate, timely, and consistent
• Monitor accounts receivable and follow up on collections professionally and assertively
• Provide updates to partners and managers on outstanding balances

Administrative & Firm Support

• Open new clients, add projects, maintain client information in Axcess
• Prepare, format, proofread, and finalize documents using Microsoft Word
• Create and maintain spreadsheets and track logs in Excel
• Assist with client correspondence, engagement letters, and deliverables
• Maintain organized electronic and physical filing systems, according to record retention guidelines
• Manage reception duties, including phones, mail, and office supplies

Process & Workflow Management

• Track tasks and ensure timely follow-through
• Monitor administrative workflows and identify inconsistencies
• Coordinate communication between staff, partners, and vendors

Required Skills & Qualifications

• Strong proficiency in Microsoft Word and Excel
• Exceptional attention to detail and organizational skills, diligent and accurate
• Ability to manage multiple priorities and meet deadlines
• Clear, professional written and verbal communication skills
• Comfortable working in a fast-paced, deadline-driven professional environment
• Client-focused mindset with high degree of professionalism

Preferred Experience

• Experience in a public accounting or professional services environment
• Background in billing and collections
• Familiarity with CCH Axcess, ShareFile, SafeSend a plus
• Associate or bachelor's degree preferred

Benefits

• Competitive pay
• Comprehensive benefits including health, dental vision, life insurance and short and long-term disability, 401(k) with company match, flexible benefits programs including FSA, HSA and HRA
• Inclusive culture with team outings, service projects, sports events and more!