Bookkeeping Coordinator

The Bookkeeping Coordinator role is crucial in supporting our bookkeeping team by helping to manage the bookkeeping managers tasks, maintaining financial records, creating monthly reports, and providing administrative support to ensure smooth operations. This position requires strong interpersonal skills, attention to detail, always maintaining confidentiality and security of client information, and a proactive customer-focused approach.

Essential Duties & Responsibilities:

Administrative Support: Complete a broad variety of administrative tasks that facilitate the firm's ability to effectively service our clients and staff. This includes scheduling client meetings. Answers client phone calls, taking electronic payments, monitoring multiple emails, assisting with special yearly projects; producing complex documents, reports, and presentations. Collecting and preparing information for meetings with staff, clients, and outside parties.

Bookkeeping Tasks: Perform day-to-day client specific bookkeeping tasks including accounts payable/receivable invoicing, set up and management of all recurring client invoices. Payroll set up, processing, reporting, invoicing, and communicating with clients. Create and maintain all client bookkeeping jobs. Oversee workflow management within the firms, practice management software, and maintain weekly up-to-date financial records using QuickBooks and Excel. Annual 1099 invoicing and communication with clients.

Client Document Management: Maintenance and management of incoming and outgoing client documents, both electronic and paper.

Client Interaction: Serve as the primary point of contact for bookkeeping clients, addressing inquiries via phone, email, and in-person meetings. Ensure timely and professional responses to client requests and concerns. Prioritize client inquiries and requests, troubleshoot conflicts; make judgments and recommendations to ensure smooth day-to-day engagements.

Compliance and Regulations: Ensure compliance with all relevant financial regulations and company policies.

Financial Reporting: Assist in drafting and preparing client semiannual bookkeeping contracts, quarterly reports, and monthly summaries for management review.

Tax Preparation Support: Assist bookkeeping staff and tax preparers during tax season by organizing client data and providing bookkeeping information as required.

Qualifications:

· An associate or bachelor’s degree is preferred.

· Proven experience (1-3 years) in Bookkeeping, Accounting, or similar role.

· Proficiency in QuickBooks and MS Office.

· Excellent organizational and time management skills with the ability to prioritize tasks.

· Attention to detail and accuracy in data entry and record-keeping.

· Problem-solving skills and a proactive approach to addressing client needs.

· Willingness to be cross trained in Bookkeeping, Tax Processing, and other areas based upon the firm’s needs, demonstrable skills, and employee’s interests.

Please submit cover letter & resume, to Human Resources via email [email protected] or via post to 358 US Rte. 1, Suite 101, Falmouth, ME 04105.

Expected hours: 40.0 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Disability insurance
• Health insurance
• Life insurance
• Paid sick time
• Paid time off
• Paid training
• Vision insurance

People with a criminal record are encouraged to apply

Experience:

• Bookkeeping: 1 year (Required)

Ability to Commute:

• Falmouth, ME 04105 (Required)

Work Location: In person