Note: The job is a remote job and is open to candidates in USA. The confidential event production company is seeking a temporary, part-time Operations & Finance Coordinator to provide coverage during a team member’s leave. The role supports finance administration, expense management, accounts payable, bookkeeping, project operations, travel coordination, and vendor and internal team communication.
Responsibilities
- Serve as the primary Ramp administrator during the assignment
- Review and approve expenses, verify accounting/project codes, and ensure charges are allocated correctly
- Assist with AP administration in Ramp, including bill entry, coding, and payment tracking
- Support QuickBooks bookkeeping tasks, including project codes, bills, expenses, AR, and reporting
- Handle Amex/credit card reconciliation, including receipt collection, coding, and resolving discrepancies
- Respond to vendor questions and assist with Ramp documentation issues
- Confirm vendor ACH information by phone when needed
- Assist with project onboarding, new project setup, reporting, job cost reports, and time tracking
- Help manage company AP email accounts by routing correspondence and flagging time-sensitive items
- Support general administrative and operational tasks as needed
- Keep internal systems and records accurate and up to date
- Coordinate travel arrangements for staff, freelancers, and vendors, including flights, hotels, car rentals, and travel insurance
- Communicate with vendors and internal teams to keep projects and operational needs moving smoothly
- Manage multiple priorities while maintaining a high level of accuracy and attention to detail
Skills
- 20–25 hrs/week to start (must be available within 9:00 AM–5:00 PM PST)
- The ideal candidate has hands-on experience with Ramp and QuickBooks and can hit the ground running in a fast-paced agency environment
- Required: Hands-on Ramp experience, including expense approvals and AP administration
- Required: QuickBooks experience, including bills, expenses, AR, and pulling reports
- Experience with credit card reconciliation and receipt collection
- Strong attention to detail and financial accuracy
- Excellent organizational and communication skills
- Comfortable working independently and shifting between priorities
- Proficiency with Google Workspace, Slack, and Outlook
- Comfortable handling confidential financial and company information
- Proactive, reliable, and willing to jump in wherever needed
- Candidates with references are always preferred by our clients
Company Overview