[Remote] Accounting Operations & Administrative Coordinator

Note: The job is a remote job and is open to candidates in USA. Punch Financial is an outsourced accounting and CFO firm. The Accounting Operations & Administrative Coordinator supports the accounting team by coordinating client reporting, documentation, deadlines, onboarding, and daily operations. The role also supports client communication and business development activities.

Responsibilities

• Pull financial statements and other reports from QuickBooks Online, checking the client, reporting period, and requested settings before sharing
• Gather and organize supporting documentation for audits, tax preparation, client requests, and internal reviews, and manage the related workflow to ensure requested information is complete, properly routed, and ready for review or delivery
• Own the annual 1099 process, including collecting W-9s, maintaining accurate vendor information, tracking outstanding items, and managing the year-end 1099 tracking spreadsheet and workflow
• Coordinate client document requests and follow up on missing information
• Prepare weekly status reports summarizing close deadlines, outstanding requests, blockers, and items requiring attention
• Monitor client close deadlines and progress by reviewing assigned close schedules, checking in with the accounting team on status, and escalating potential delays, blockers, or missed deadlines to the appropriate reviewers for follow-up
• Coordinate onboarding checklists, track implementation tasks, and follow up with the appropriate team members
• Set up client folders, maintain organized records, and ensure required documents are complete and easy to find
• Coordinate system access and permissions according to firm policies
• Support offboarding by tracking document transfers, access removal, and completion of required steps
• Handle sensitive financial information carefully and follow established data security procedures
• Manage company inboxes by responding to routine requests, routing emails and questions to the appropriate team members, and tracking open items through resolution
• Support client communication, meeting scheduling, calendars, and follow-up
• Maintain task trackers, checklists, contact lists, and internal documentation
• Help the Director and operations team monitor priorities, identify overdue tasks, and keep work moving
• Improve recurring administrative processes so the team can work more efficiently
• Support business development outreach by organizing prospect lists, coordinating outreach, and tracking follow-ups
• Coordinate LinkedIn posts and publish approved content
• Schedule prospect meetings and keep contact records and next steps up to date

Skills

• An accounting background through education or experience in bookkeeping, accounting support, or an accounting firm
• Hands-on experience using QuickBooks Online, including pulling financial statements and reports, and familiarity with Bill.com or similar accounts payable platforms
• Tech-savvy and comfortable learning new systems quickly, with the ability to work across multiple accounting, workflow, and communication platforms
• Strong organizational skills and the ability to manage multiple clients, deadlines, and requests
• Clear, professional written communication and confidence following up with clients and colleagues
• Comfort using spreadsheets, shared folders, calendars, and task management tools
• Good judgment when handling confidential information and deciding when to escalate an issue
• A willingness to handle the everyday administrative details that keep a professional services firm running
• Experience independently managing the annual 1099 filing process
• Experience with outsourced accounting, client onboarding, or business development support is a plus

Benefits

• 401k

Company Overview