Finance Operations Admin Coordinator (Hybrid)

Vaco; New York (NY); Hybrid; USD 60,000 - 65,000; Full time

Job summary

Vaco in Long Island City, NY is seeking an Accounting Administrative Assistant to support finance operations in a hybrid role with three days onsite. The position offers a salary range of $60,000–$65,000 per year and involves onboarding, expense reporting, audits, and cross‑functional collaboration.

The ideal candidate will be highly organized, with 3–5 years in accounting/finance admin, strong communication, and proficient in MS Office and Concur.

Qualifications

• 3–5 years of relevant administrative experience in an Accounting, Finance, or corporate support role.
• Proficient in Microsoft Office Suite; comfortable working with databases and reporting tools.
• Strong verbal and written communication skills with professional interface at all levels.
• Highly organized and detail-oriented with strong follow-through and time management abilities.
• Ability to handle sensitive and confidential information with professionalism and integrity.

Responsibilities

• Oversee and manage staff onboarding and offboarding for Finance and Accounting teams, including maintaining a centralized learning library.
• Support expense reporting processes, ensuring expenses are submitted, reviewed, and filed accurately and promptly.
• Maintain calendars related to audit cycles, statutory filings, and key reporting deadlines; assist in compiling supporting documentation for audits.
• Manage and maintain department records, including team schedules, attendance logs, and documentation supporting compliance.
• Draft memos, emails, and letters for senior leadership; respond to internal and external correspondence promptly.
• Coordinate meetings, presentations, and events—manage invites, agendas, materials, and room bookings.
• Collaborate with cross-functional departments to support business operations and departmental initiatives.
• Assist with development, formatting, branding, and distribution of financial statements, dashboards, and templates.
• Provide administrative and project support to accounting leadership as requested.
• Oversee vendor onboarding processes and ensure compliance with documentation requirements.
• Manage the Concur expense management platform for accurate processing and administration.
• Prepare and submit expense reports for the SVP of Finance with supporting documentation.
• Manage corporate Uber program including reporting to upper management for expense oversight.
• Assist with fleet management activities, including onboarding/removing vehicles and maintaining vehicle documentation.

Skills

Strong communication skills

Organized and detail-oriented

Multitasking abilities

Discretion and integrity

Education

Bachelor's degree in business, accounting, or related field

Tools

Microsoft Office Suite (Excel, Word, Outlook)

Concur expense management

Databases and reporting tools

Job description

Vaco in Long Island City, NY is seeking an Accounting Administrative Assistant to support finance operations in a hybrid role with three days onsite. The position offers a salary range of $60,000–$65,000 per year and involves onboarding, expense reporting, audits, and cross‑functional collaboration.

The ideal candidate will be highly organized, with 3–5 years in accounting/finance admin, strong communication, and proficient in MS Office and Concur.