Financial & Operations Coordinator: Invoicing & Purchasing

Fluxspace; Norristown (Montgomery County); On-site; USD 50,000 - 60,000; Full time

Job summary

Fluxspace Innovations LLC is seeking a Financial & Operations Coordinator to manage invoicing, payments, order processing, purchasing, quotes, and financial tracking as part of our growing education-technology company.

The ideal candidate is highly organized, detail-oriented, and capable of handling multiple customers, vendors, and deadlines while communicating clearly with internal teams and external partners.

Qualifications

• Strong organizational skills and exceptional attention to detail.
• Experience with accounts receivable, accounts payable, purchasing, quoting, order processing, or financial administration is preferred.
• Experience with HubSpot, QuickBooks, CRM systems, accounting software, or project management platforms is a plus.

Responsibilities

• Accounts Receivable: Prepare customer invoices, track payments, follow up on outstanding balances, and maintain accurate customer account information.
• Accounts Payable: Process vendor invoices, coordinate payments, reconcile discrepancies, and maintain organized records of expenses and supplier accounts.
• Order Processing: Process customer orders accurately and coordinate purchasing, product information, pricing, shipping, and delivery timelines.
• Purchasing & Vendor Coordination: Submit purchase orders, communicate with manufacturers and suppliers, confirm order details, track shipments, and resolve order discrepancies.
• Quoting Support: Prepare and update customer quotes, verify product pricing, calculate costs, and help ensure quotes meet company profitability expectations.
• Financial Tracking: Maintain accurate records related to sales, invoices, payments, purchasing, expenses, and project profitability.
• Customer Communication: Communicate with customers regarding quotes, invoices, order status, deliveries, and other financial or operational questions.
• Vendor Relationships: Work closely with vendors and manufacturing partners regarding pricing, invoices, purchase orders, lead times, shipping, and payment questions.
• Contracts & Documentation: Maintain organized records related to state contracts, cooperative purchasing agreements, customer purchase orders, vendor documentation, and financial records.
• CRM & Internal Systems: Keep customer, order, quote, and opportunity information accurate and up to date within HubSpot and other company systems.
• Operational Support: Assist the Fluxspace team with administrative and financial tasks that help projects move efficiently from quote through delivery and completion.

Skills

Organizational skills

Attention to detail

Numerical proficiency

Multitasking

Communication

Excel proficiency

Independent

Problem-solving

Education

Associate's degree in Business/Finance

Bachelor's degree in a related field

Tools

HubSpot

QuickBooks

CRM systems

Accounting software

Project management platforms

Job description

Fluxspace Innovations LLC is seeking a Financial & Operations Coordinator to manage invoicing, payments, order processing, purchasing, quotes, and financial tracking as part of our growing education-technology company.

The ideal candidate is highly organized, detail-oriented, and capable of handling multiple customers, vendors, and deadlines while communicating clearly with internal teams and external partners.