Administrative Coordinator

Job Title : Administrative Coordinator

Location : Remote

Work Shift : PST

Working Hours : 20 to 25 hours per week / Part-time

Job Description :

We’re seeking a detail-oriented Administrative Coordinator to join our team and manage essential contract and financial operations. This part-time role is perfect for someone who thrives on organization, accuracy, and keeping business processes running smoothly.

You’ll be the backbone of our contract management and accounts payable processes, ensuring that agreements are properly executed, invoices flow seamlessly, and payment inquiries are handled promptly and professionally. This position requires someone who can work independently, maintain strict attention to detail, and communicate clearly with both internal teams and external partners.

Key Responsibilities :

Contract Management

Prepare and update client and vendor contracts using established templates

Coordinate contract execution through electronic signature platforms

Maintain organized filing systems for signed agreements and related documentation

Track contract status and follow up on pending signatures

Financial Administration

Generate and send invoices to clients via QuickBooks

Process incoming vendor invoices through Bill.com for payment approval

Maintain accurate records of all financial transactions

Reconcile payments and update account statuses

Communication & Support

Respond to internal team questions regarding contract and payment status

Handle external inquiries from clients and vendors about invoicing and payments

Escalate complex issues appropriately while resolving routine matters independently

Provide professional, timely communication across all channels

Qualifications :

• 2+ years of administrative experience, preferably in contract management or accounts payable

Proficiency with QuickBooks and Bill.com (or similar platforms)

Experience with electronic signature software (DocuSign, Adobe Sign, or equivalent)

Strong written and verbal communication skills

Exceptional organizational skills and attention to detail

Ability to handle confidential information with discretion

Comfortable working independently and managing multiple priorities

Ideal Candidate Has

A proactive approach to problem-solving

Professional demeanor when interfacing with clients and vendors

Experience in an agency, professional services, or similar fast-paced environment

Familiarity with contract terminology and basic accounting principles