Administrative Accounting Coordinator

Position Overview
The Administrative Accounting Coordinator is a vital member of our operations team, supporting the firm’s day-to-day workflows, client communication, and recurring accounting tasks in a fully remote environment. This position requires someone who is highly organized, detail-oriented, and dependable, with a solid foundation in accounting principles and the ability to work independently while remaining a strong team player.

Key responsibilities include managing weekly subcontractor payroll for one of our key clients, preparing and filing monthly and quarterly sales tax returns, supporting client invoicing and deposit tracking, maintaining vendor Certificates of Insurance (COIs), and performing a range of administrative accounting duties.

This role is ideal for a fast learner and self-starter who takes the initiative, uses accounting platforms confidently, communicates proactively with both clients and our team, and is not afraid to ask questions to ensure clarity and accuracy.

>>Perform other accounting-related or administrative projects as assigned by management to support evolving business needs.


Key Responsibilities
>> Sales Tax Filing (Monthly/Quarterly)
Prepare and submit sales tax returns for monthly and quarterly clients
Begin processing by the 1st of each month, finalizing by the 5th (no later than the 10th)
Reconcile data against accounting software and ensure compliance with jurisdictional deadlines
Maintain filing confirmations and support documentation

Subcontractor Payroll (Weekly)
Process payroll for Triage, Fuse, and Enterprise subcontractors every Wednesday–Friday
Enter and finalize payroll in QuickBooks Online, review, and submit by Thursday

Email individual pay summaries to techs (Triage & Fuse) including hours/units, deductions, and net pay
Ensure Enterprise entries are reviewed and documented; apply all applicable deductions
Monitor for holidays and proactively notify clients for early payroll data
This is a non-negotiable weekly task — must be completed regardless of personal availability

Client-Specific Accounting Support:
Record and post deposits into QuickBooks accurately
Generate and send invoices as needed based on project or scrub data
Communicate with Enrique via Microsoft Teams regarding:
New invoice instructions
Payment confirmations
Overdue balances
Maintain a transaction tracker and provide internal updates as needed

Vendor & Subcontractor COI Management
Track and maintain Certificates of Insurance (COIs) for all active vendors and subcontractors
Review submitted COIs for completeness, accuracy, and coverage compliance
Monitor expiration dates and send renewal requests in advance
Ensure non-compliant vendors are flagged and payments withheld until updated

Administrative & Operations Support
>Manage document storage and organization using SharePoint, Excel, and TaxDome
>Follow up with clients for missing documentation or unclear transactions
>Monitor shared inboxes and communication channels (Slack, Teams) daily
>Update internal task systems and status reports
>Assist with client onboarding and monthly reconciliations
>Attend team check-ins and training meetings

Tools You Will Use
QuickBooks Online transaction posting, payroll, invoicing
Microsoft Teams & Slack – internal/client communication
SharePoint / Excel / Google Sheets – pay spreadsheets, trackers, COI logs
TaxDome – document management, task updates, client workflows
PDF Software (Adobe or similar) – document exports and uploads
Teams & Slack - Communication
Conferencing Platforms (Google Meet, Microsoft Teams, Slack Huddle)
Business Messaging Apps (Slack, WhatsApp, Microsoft Teams)


Qualifications:
> Background in accounting, bookkeeping, or finance (education and/or experience)
>Comfortable with tax-related administrative work (e.g., sales tax, 1099s)
> Proficient in using online platforms such as QuickBooks, TaxDome, Slack, and GSuite
> Highly organized with strong attention to detail
> Fast learner and proactive communicator
> Reliable internet connection and computer setup for remote work

Work Environment:
> Quiet and dedicated home office space
> Reliable high-speed internet
> Dual monitors required for efficiency
>Access to cloud-based accounting tools and project management platforms
> Keyboard with numeric keypad preferred

Performance Expectations
>100% of payroll and tax filings submitted on time
> Respond to all client messages within 24 hours
> Maintain 98%+ accuracy in transaction entries and reports
> Ensure all COIs are tracked, reviewed, and renewed timely
> Document and escalate issues proactively

Commitment & Growth Opportunity
At AYB Solutions LLC, we’re not just filling a position — we’re building a team. We are looking for a long-term tea ---------- mber who is ready to grow with us as our company continues to expand.

This role is best suited for someone who is:
>Committed to excellence and consistency in their work
>Dedicated to being part of a supportive, high-performance team
>Interested in taking on new responsibilities and growing into higher-level roles over time



We value reliability, accountability, and a proactive mindset. If you’re seeking a stable opportunity with a growing company where your contributions are recognized and your professional development is supported, we’d love to hear from you.