Finance & Administration Coordinator

Overview

Guild Lawn & Landscaping LLC is a growing landscaping company serving Cedar Rapids, Marion, Iowa City, and surrounding Eastern Iowa communities.

We provide professional landscaping, hardscaping, retaining wall installation, paver patios, lawn maintenance, drainage solutions, snow removal, and other residential and commercial property improvement services.

As our company continues expanding, we are looking for a dependable, organized, and financially knowledgeable Finance & Administration Coordinator to help strengthen our accounting, payroll, tax compliance, and human resources operations.

This position is ideal for someone who enjoys working independently, improving business processes, maintaining accurate financial records, and supporting the growth of a small business.

The successful candidate will work directly with company leadership and coordinate with our administrative and operations team.

Position Overview

The Finance & Administration Coordinator will oversee the company's day to day bookkeeping, payroll preparation, sales tax administration, accounts payable and receivable, employee documentation, and financial reporting.

The ideal candidate has practical experience with accounting software, payroll processing, account reconciliation, and business administration, Iowa sale tax, department of labor.

Experience in construction, landscaping, contracting, or another service based industry is highly desirable.

We are seeking someone who can take ownership of assigned responsibilities, maintain confidentiality, meet deadlines, and identify opportunities to improve administrative efficiency.

Key Responsibilities 1. Bookkeeping & Accounting

• Maintain accurate and up to date financial records using accoungting software.
• Record and categorize business income and expenses.
• Reconcile bank accounts, credit cards, and financial transactions.
• Monitor accounts payable and accounts receivable.
• Review invoices, receipts, and vendor statements.
• Track customer payments and outstanding balances.
• Assist with monthly financial closing procedures.
• Prepare financial reports for management review.
• Maintain organized digital accounting records.
• Assist with job costing and profitability reporting.
• Coordinate with the company's accountant or CPA when necessary.

2. Payroll Administration

• Review employee timesheets and attendance records.
• Prepare payroll information for management approval.
• Verify regular hours, overtime, and payroll adjustments.
• Maintain employee compensation records.
• Track paid time off and other applicable leave.
• Assist with payroll tax reporting and reconciliation.
• Maintain accurate payroll documentation.
• Coordinate with payroll software providers and external accountants.
• Help ensure payroll is processed accurately and on schedule.

3. Sales Tax & Tax Administration

• Maintain records of taxable and exempt transactions.
• Reconcile sales tax collected against accounting records.
• Prepare Iowa sales tax information and returns for review and filing.
• Monitor applicable filing deadlines.
• Maintain sales tax exemption certificates and supporting documentation.
• Coordinate with the company's CPA regarding sales tax classifications and compliance requirements.
• Assist with year-end tax preparation and financial documentation.
• Maintain organized records for tax reporting and potential audits.

4. Human Resources Administration

• Maintain confidential employee personnel files.
• Coordinate new-hire onboarding documentation.
• Assist with employment eligibility verification procedures.
• Maintain employee contact information and employment records.
• Track employee certifications, training, and required documentation.
• Assist with recruiting, interview scheduling, and onboarding.
• Maintain company policies and employee handbook records.
• Track attendance, performance review schedules, and employee documentation.
• Coordinate workers' compensation and insurance-related administrative records.
• Support compliance with applicable employment and recordkeeping requirements.

5. Accounts Payable & Receivable

• Review vendor invoices for accuracy.
• Prepare payment schedules for management approval.
• Monitor customer invoices and payment status.
• Reconcile customer payments with outstanding balances.
• Assist with overdue account follow-ups.
• Maintain vendor account records.
• Identify billing discrepancies and resolve documentation issues.
• Prepare weekly accounts receivable aging reports.
• Maintain organized purchasing and expense records.

6. Financial Reporting & Business Administration

• Prepare weekly financial summaries for management.
• Assist in monitoring operating expenses and cash flow.
• Track labor costs and administrative expenses.
• Help maintain department budgets.
• Support monthly financial reviews.
• Identify accounting discrepancies and recommend corrections.
• Improve administrative workflows and internal controls.
• Coordinate financial documentation across business operations.
• Maintain accurate records and meet reporting deadlines.

Required Qualifications

• Previous experience in bookkeeping, accounting administration, payroll, or a related financial role.
• Working knowledge of QuickBooks Online or comparable accounting software.
• Understanding of basic accounting principles and financial recordkeeping.
• Experience with bank and credit card reconciliations.
• Familiarity with payroll procedures and employee records.
• Proficiency with Microsoft Excel, Google Sheets, and standard office software.
• Strong organizational and time management skills.
• Excellent attention to detail and accuracy.
• Ability to maintain confidential financial and employee information.
• Strong written and verbal communication skills.
• Ability to work independently and manage multiple deadlines.
• Professional judgment and willingness to seek guidance on unfamiliar accounting or compliance matters.

Preferred Qualifications

• Diploma, Associate's or bachelor's degree in Accounting, Finance, Business Administration, Human Resources, or a related field.
• One or more years of relevant bookkeeping or accounting experience.
• QuickBooks Online certification or advanced proficiency.
• Experience administering payroll.
• Familiarity with Iowa sales tax reporting.
• Experience in Finance, construction, landscaping, contracting, or home services.
• Knowledge of construction job costing.
• Experience with accounts payable and receivable.
• Familiarity with employee onboarding and HR documentation.
• Experience working with small businesses or multiple business entities.

Performance Expectations

Success in this position will be evaluated based on:

• Accuracy of bookkeeping records.
• Timely completion of account reconciliations.
• Payroll preparation accuracy and timeliness.
• Completion of sales tax reporting responsibilities.
• Accounts payable and receivable accuracy.
• Organization and completeness of employee records.
• Timely preparation of financial reports.
• Compliance with established administrative procedures.
• Confidentiality and professionalism.
• Ability to identify and resolve discrepancies.
• Consistent communication with company leadership.

What We Are Looking For

Detail Oriented: You understand that accuracy is essential when managing payroll, accounting records, and tax documentation.

Organized: You can maintain reliable systems, meet deadlines, and keep financial information accessible.

Accountable: You take ownership of responsibilities and follow through without constant supervision.

Trustworthy: You understand the importance of confidentiality and financial integrity.

Proactive: You identify issues early and recommend practical improvements.

Adaptable: You are comfortable working in a growing business where processes and responsibilities evolve.

Growth Minded: You are interested in developing your skills and potentially advancing into a management position.

Work Environment

This is an hybrid administrative position based in Cedar Rapids, Iowa.

The successful candidate will work closely with company leadership and collaborate with office, sales, and operations personnel.

The role requires regular use of accounting software, spreadsheets, payroll systems, and digital business records.

The position is primarily office-based and does not require routine fieldwork.

Equivalent professional experience will be considered in place of formal education.

Pay: $19.00 - $26.00 per hour

Work Location: Hybrid remote in Marion, IA 52302