On-site Financial Operations Coordinator: Quotes & Billing

All Access GTE; Marlton (NJ); On-site; USD 55,000 - 75,000; Full time

Benefits offered by this job

401(k)

Health insurance

Vision insurance

Paid time off

Job summary

All Access GTE, located in Marlton, NJ, seeks a Financial Operations Coordinator to support pricing, AR/AP, and financial record accuracy. You will reconcile payments, prepare client quotes, and collaborate with Sales, Operations, and vendors in a fast-paced environment.

The role is full-time and on-site at our Marlton headquarters, requiring reliable commute and strong numeric acumen. Proficiency in QuickBooks and Excel is essential, with HubSpot CRM experience a plus.

Qualifications

• Exceptional attention to detail and commitment to accuracy.
• Strong analytical and critical-thinking skills.
• Ability to work confidently with pricing, financial data, and spreadsheets.
• Excellent organizational and time-management skills.
• Ability to prioritize multiple deadlines and responsibilities.
• Strong problem-solving skills and willingness to independently research discrepancies.
• Professional written and verbal communication skills.
• Strong interpersonal skills and ability to work effectively with clients, vendors, and internal team members.
• Ability to work independently while also contributing as part of a collaborative team.

Responsibilities

• Work directly with vendors to obtain accurate rates and pricing.
• Prepare accurate package quotes and pricing for the Sales team.
• Review vendor pricing, taxes, fees, commissions, and other costs to ensure accuracy before quotes are provided to clients.
• Review proformas for booking accuracy before loading into payable system.
• Identify pricing discrepancies and work with vendors and internal teams to resolve them.
• Assist with updates to existing quotes when itineraries, group sizes, or supplier pricing change.
• Prepare and issue client invoices and payment requests.
• Accurately record and reconcile incoming client payments.
• Post and reconcile daily payment activity.
• Monitor outstanding client balances and follow up on past-due or delayed payments.
• Assist clients and client-facing team members with billing questions, account updates, invoices, and payment processing.
• Maintain accurate and up-to-date accounts receivable reports for the executive team.
• Accurately enter vendor invoices and bills into QuickBooks.
• Review invoices against bookings, contracts, and quoted pricing for accuracy.
• Maintain organized accounts payable records and supporting documentation.
• Research discrepancies between vendor invoices, contracted rates, and internal records.
• Communicate with vendors regarding invoice questions, corrections, and missing documentation.
• Provide the appropriate internal team members with accurate information needed for vendor payment processing.
• Maintain accurate financial records and supporting documentation.
• Compile financial data and prepare reports for the executive team.
• Assist with account reconciliations and research discrepancies as needed.
• Maintain organized electronic financial and vendor records.
• Perform general administrative duties related to accounts receivable, accounts payable, quoting, and financial operations.
• Collaborate with Sales and Operations to ensure financial information associated with client bookings is complete and accurate.

Skills

Attention to detail

Analytical thinking

Pricing and financial data

Organizational skills

Time management

Problem solving

Communication

Interpersonal skills

Independent worker

Tools

QuickBooks

Microsoft Excel

HubSpot CRM

Job description

All Access GTE, located in Marlton, NJ, seeks a Financial Operations Coordinator to support pricing, AR/AP, and financial record accuracy. You will reconcile payments, prepare client quotes, and collaborate with Sales, Operations, and vendors in a fast-paced environment.

The role is full-time and on-site at our Marlton headquarters, requiring reliable commute and strong numeric acumen. Proficiency in QuickBooks and Excel is essential, with HubSpot CRM experience a plus.