Accounting Administrator

Location: Remote – Latin America (LATAM)

Employment Type: Full-Time | Independent Contractor

Schedule: U.S. Eastern Time (EST) Business Hours

Compensation: Competitive, paid in USD

English Level: Advanced (C1 or above)

About the Company

Our client is a global company specializing in audiovisual integration, digital transformation, and innovative technology solutions for physical spaces. The company combines advanced audiovisual systems, digital content, and sensory technologies to deliver engaging experiences for organizations worldwide.

With an international presence and a project-driven environment, the company supports large-scale technology implementations and client rollouts that require strong financial coordination, vendor management, and administrative support.

About the Role

We are seeking a highly organized, detail-oriented, and tech-savvy Accounting and Administrative Specialist to provide financial and administrative support for client projects and daily operations.

This position is primarily focused on project accounting and administrative coordination rather than traditional general accounting or accounts receivable functions.

The ideal candidate will have experience supporting project-based operations, reconciling estimates and purchase orders (POs), preparing expense reports, coordinating vendors and partners, and managing financial information through advanced spreadsheets and cloud-based tools. This role requires strong organizational skills, attention to detail, and the ability to independently manage multiple administrative and financial tasks in a fast-paced, international environment.

The selected candidate will report to the Director of Finance and collaborate with internal teams, vendors, and external partners to ensure accurate documentation and efficient project execution.

Key Responsibilities

Project Accounting & Financial Support

• Provide accounting and administrative support for ongoing client projects and large-scale implementations.
• Reconcile project estimates, purchase orders (POs), invoices, and related financial documentation.
• Prepare, organize, and maintain project expense reports and supporting records.
• Track project-related expenses and ensure financial information is accurate and up to date.
• Identify discrepancies between estimates, purchase orders, and actual expenses, escalating issues when necessary.
• Create and maintain detailed spreadsheets for project tracking, financial reconciliation, and reporting.
• Assist the finance team with financial data entry, documentation, and routine reporting.

Vendor & Partner Coordination

• Coordinate administrative and financial activities with external vendors, suppliers, and business partners.
• Track vendor documentation, purchase orders, invoices, and project-related expenses.
• Follow up with vendors and internal stakeholders to ensure required documentation is received on time.
• Maintain organized records of vendor transactions and project-related financial activities.
• Support communication between project teams, vendors, and the finance department.

Administrative & Operational Support

• Provide administrative support throughout different stages of client projects.
• Maintain accurate project records, expense documentation, and operational spreadsheets.
• Create, update, and manage shared documents, trackers, and reports using cloud-based platforms.
• Support internal teams with data entry, document management, and routine administrative requests.
• Monitor outstanding administrative tasks and ensure timely follow-up.
• Help improve workflows, documentation processes, and operational efficiency.
• Assist with additional accounting and administrative assignments as needed.

Requirements

• Previous experience in project accounting, project administration, financial operations, accounting support, or a related administrative role.
• Hands-on experience managing purchase orders, estimates, expense reports, and financial documentation.
• Experience coordinating vendors, suppliers, or external business partners.
• Strong proficiency in Google Sheets, including spreadsheet creation, reconciliation, data organization, and analysis.
• Experience with Smartsheet or similar cloud-based project tracking and collaboration tools.
• Proficiency in Microsoft Excel and online document management platforms.
• Strong digital literacy and ability to quickly learn new systems and technologies.
• Advanced English communication skills, both written and verbal (C1 or above).
• Excellent organizational skills, accuracy, and attention to detail.
• Ability to manage multiple projects, deadlines, and administrative priorities simultaneously.
• Strong analytical and problem-solving skills.
• Ability to work independently and collaborate effectively with international teams.
• Availability to work full-time during U.S. Eastern Time business hours.
• Must be based in Latin America.

Technical Skills

• Google Sheets: Advanced spreadsheet creation, financial tracking, reconciliation, and data analysis.
• Smartsheet: Project tracking, documentation, and collaborative workflow management.
• Microsoft Excel: Financial reporting, spreadsheet organization, and reconciliation.
• Oracle NetSuite: Experience preferred for accounting and financial data management.
• Google Workspace: Google Docs, Google Drive, and other cloud-based collaboration tools.
• Slack: Internal communication and team coordination.
• AI-Powered Tools: Familiarity with tools that support data processing, spreadsheet analysis, and administrative efficiency.

Preferred Qualifications

• Previous experience working in technology, consulting, audiovisual integration, or other project-based service companies.
• Experience supporting large-scale client projects or technology implementations.
• Familiarity with project accounting processes and financial documentation.
• Experience working with U.S.-based or international companies.
• Knowledge of ERP systems, particularly Oracle NetSuite.
• Demonstrated ability to build and maintain complex spreadsheets for financial and operational purposes.
• Experience managing multiple vendors, partners, and project-related administrative processes.

What Success Looks Like

The successful candidate ensures that project-related financial and administrative information is accurate, organized, and readily accessible.

Purchase orders, estimates, and expense reports are consistently reconciled, vendors and internal stakeholders receive timely follow-up, and project documentation is maintained efficiently.

The ideal candidate demonstrates strong ownership of daily responsibilities, digital proficiency, proactive communication, and the ability to support multiple projects with minimal supervision.

Work Arrangement

This is a fully remote, full-time independent contractor opportunity for professionals based in Latin America. The selected candidate must be available during U.S. Eastern Time business hours and collaborate effectively with international finance, operations, and project teams.