Administrative Coordinator

Description Theo is a performance media agency built for brands that care about outcomes, not theater. We partner with ambitious companies to design and execute systems that drive real growth—across media, creative, analytics, and technology. Our work spans performance marketing, content, data, and proprietary tools, all engineered to connect businesses with real people. The Administrative Coordinator role is pivotal in ensuring the smooth functioning of our office operations, reporting to and working closely with the Director of Finance & Operations. Ideal candidates are those who have administrative and bookkeeping experience, specifically with QuickBooks online. This is full-time position at a minimum of 32 hours, generally Monday - Thursday, 8:00 AM - 5:00 PM. There is potential to work up to 40 hours some weeks, with flex hours added on Fridays if needed. Candidates must be local to the Portland, OR metro and able to commute to our office, with the option for some hybrid work in the future. Key Responsibilities Assist with general office management tasks such as ordering kitchen and office supplies, receiving mail/packages, scheduling cleanings, utility management, etc. Support with a variety of administrative, HR, and bookkeeping tasks (primarily within the accounts payable cycle) Responsible for new vendor setup; W-9 collection and filing; Data entry of vendor invoices; Schedule & process payments using checks and online banking (ACH & bill pay functions) Categorize expense transactions in QuickBooks Online daily, ensuring consistency and accuracy Locate & save transaction receipts in appropriate folders, scan paper receipts for filing if necessary Provide support to Director of Finance & Operations & CPA for annual tax preparation Provide ad hoc support to leadership as needed Assist with planning company events (monthly, annually or special client events) Skills & Knowledge High school diploma or GED required; Associate degree in accounting or business preferred 1+ years of operations or administrative support experience Demonstrated high level of detail-oriented accuracy and timeliness in completing duties Familiarity with QuickBooks or a similar accounting software strongly preferred Ability to multitask and adapt in a fast-paced environment Proficient with Microsoft Office Suite or related software Agency experience a plus, but not necessary Experience working in a team environment Benefits Healthcare, Dental & Vision Insurance, Theo covers 75% Matching 401K - 100% up to 4% Unlimited PTO Parental leave benefits Complementary supplemental insurance Unlimited volunteer time Charity matching Free, off-street parking About Theo Agency We're a media agency in Portland, Oregon helping well-known brands and startups alike to launch full-funnel marketing activations.