Office Coordinator

Ultimate Staffing Services; Orlando (FL); On-site; USD 41,000 - 50,000; Full time

Benefits offered by this job

Paid time off

Job summary

Ultimate Staffing Services in Orlando, FL is seeking an Operations Associate to handle hands-on bookkeeping, payroll, and administrative support for a growing software team. You will maintain financial records in QuickBooks, manage invoices, reconcile accounts, and support budgeting and cash flow monitoring while coordinating onboarding and office operations.

Qualifications include a Bachelor's degree and at least 1 year of related experience; proficiency in Excel and Google Workspace is

Qualifications

• Bachelor's degree in Accounting, Finance, Business Administration, or a related field.
• At least 1 year of experience in bookkeeping, accounting, finance, office administration, or operations.
• Hands-on experience with QuickBooks is required.
• Proficiency with Microsoft Excel and Google Workspace.
• Excellent organizational skills and attention to detail.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities and work independently in a fast-paced environment.

Responsibilities

• Prepare and send customer invoices and monitor accounts receivable.
• Follow up on outstanding customer payments.
• Reconcile customer contracts, invoices, revenue, and payments.
• Record expenses and process vendor invoices and payments.
• Process payroll and employee expense reimbursements.
• Maintain accurate financial records in QuickBooks.
• Prepare financial reconciliations and reports.
• Assist with budgeting, financial tracking, and cash flow monitoring.
• Ensure financial records are accurate, complete, and up to date.
• Coordinate employee onboarding and offboarding.
• Maintain employee records and support HR administration.
• Manage office supplies, equipment, vendors, facilities, shipping, and general office operations.
• Coordinate company events, travel, marketing logistics, customer meetings, sales support, and other administrative activities.
• Assist leadership with special projects and day-to-day business operations.

Skills

Bookkeeping basics

Time management

Communication

Organizational skills

Education

Bachelor's degree in Accounting, Finance, Business Administration, or related field

Tools

QuickBooks

Excel

Google Workspace

Job description

Salary: USD45000 - USD45000 per year

We are seeking a highly organized and detail-oriented Operations Associate to support the day-to-day financial and operational activities of our growing software company. This is a hands‑on role with bookkeeping as the primary responsibility, complemented by office administration and operational support. The ideal candidate is proactive, willing to roll up their sleeves, and thrives in a fast‑paced entrepreneurial environment where responsibilities evolve over time.

Key Responsibilities

• Prepare and send customer invoices and monitor accounts receivable.
• Follow up on outstanding customer payments.
• Reconcile customer contracts, invoices, revenue, and payments.
• Record expenses and process vendor invoices and payments.
• Process payroll and employee expense reimbursements.
• Maintain accurate financial records in QuickBooks.
• Prepare financial reconciliations and reports.
• Assist with budgeting, financial tracking, and cash flow monitoring.
• Ensure financial records are accurate, complete, and up to date.

Operations & Administration

• Coordinate employee onboarding and offboarding.
• Maintain employee records and support HR administration.
• Manage office supplies, equipment, vendors, facilities, shipping, and general office operations.
• Coordinate company events, travel, marketing logistics, customer meetings, sales support, and other administrative activities.
• Assist leadership with special projects and day-to-day business operations.

Qualifications

• Bachelor's degree in Accounting, Finance, Business Administration, or a related field.
• At least 1 year of experience in bookkeeping, accounting, finance, office administration, or operations.
• Hands‑on experience with QuickBooks is required.
• Strong understanding of bookkeeping principles and financial recordkeeping.
• Proficiency with Microsoft Excel and Google Workspace.
• Excellent organizational skills and attention to detail.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities and work independently in a fast‑paced environment.

• Paid time off

Pay: $45,000.00 per year