Operations/Financial Coordinator

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

Position: Financial & Operations Coordinator

Fluxspace Innovations LLC is an education innovation company focused on reimagining how learning happens. We work with schools, districts, higher education, and community partners to create innovative learning environments and experiences through STEM and STEAM programs, makerspaces, flexible learning spaces, indoor agriculture, emerging technology, and other future-ready solutions. Our work brings together space, technology, learning, professional development, and support to help educators create meaningful experiences for students. Learn more at www.fluxspace.io.

About Fluxspace

Fluxspace is seeking a highly organized, detail-oriented Financial & Operations Coordinator to manage the financial and administrative side of our growing business.

This role will manage customer invoicing, vendor payments, order processing, purchasing, quote preparation, financial tracking, and project-related documentation.

The ideal person enjoys keeping things organized, working with numbers, communicating with customers and vendors, and ensuring orders and financial processes move accurately and efficiently from start to finish.

Key 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.

What We're Looking For

• Strong organizational skills and exceptional attention to detail
• Comfortable working with numbers, pricing, invoices, purchase orders, and financial records
• Ability to manage multiple orders, customers, vendors, and deadlines at the same time
• Strong written and verbal communication skills
• Proficiency with Microsoft Office, particularly Excel
• Ability to work independently and take ownership of responsibilities
• Strong problem-solving skills and willingness to follow through until issues are resolved
• 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
• Experience working with schools, educational technology, furniture, construction, AV/technology integration, or other project-based industries is a plus
• An associate's or bachelor's degree in Business, Finance, Accounting, Operations, or a related field is preferred but not required

You may be a great fit if you:

• Enjoy keeping finances, orders, and details organized
• Notice when numbers or information do not look right
• Are comfortable following up with customers and vendors
• Like creating systems and improving processes
• Take ownership and follow tasks through to completion
• Are comfortable working in a growing company where responsibilities may evolve
• Enjoy being part of a small team where your work has a direct impact on the business

Salary Range: $50,000-$60,000 annually

We are looking for someone who can become a trusted part of the Fluxspace team and help us create strong financial and operational systems as the company continues to grow.