Administrative & Accounting Coordinator

MASSON & ASSOCIATES, INC.

Vista, CA Job Details Part-time | Full-time $17.53 - $32.90 an hour 9 hours ago Qualifications Teamwork Microsoft Outlook Spreadsheets Executive administrative support Business development Collaborative technology platforms Microsoft Teams Business Administration Video conferences (communication methods) Business Technical Proficiency Full Job Description Job Summary We are seeking a highly organized, detail-oriented, and proactive Administrative & Accounting Coordinator to join our team. This role combines administrative, bookkeeping, accounting, proposal coordination, and business development support. The ideal candidate will help manage daily operations, maintain accurate financial records, coordinate proposals, and support client relations and business growth initiatives. Key Responsibilities Serve as the first point of contact for clients and stakeholders. Coordinate calendars, meetings, appointments, and prepare meeting minutes. Maintain organized filing systems, records, and project documentation. Support accounts payable, accounts receivable, and payroll functions, including invoicing, payment tracking, timesheet verification, data entry, and record maintenance. Assist with account reconciliations, financial reporting, and month-end processes. Respond to billing inquiries and assist with collections activities. Coordinate RFPs and support proposal preparation, formatting, editing, and proofreading. Develop and maintain marketing and business development materials. Conduct market research to identify prospective clients and project opportunities. Perform business development outreach, including cold calls, emails, and follow-up communications with prospective clients. Maintain client and prospect databases and track business development activities. Provide administrative support to executives, project managers, and technical staff. Maintain confidentiality of company, client, employee, and project information. Qualifications Required Degree or diploma in Business Administration, Accounting, Finance, Marketing, or a related field. 2-5 years of administrative, bookkeeping, accounting, business development, or related experience. Proficiency in Microsoft Office, particularly Excel, Word, Outlook, and Teams. Strong organizational, communication, and time management skills. High attention to detail and accuracy. Preferred Experience with ERP, CRM, accounting, or project management systems. Experience with Deltek Vantagepoint or similar systems. Experience with bookkeeping, payroll, invoicing, collections, or proposal coordination. Marketing, social media, or business development experience. Familiarity with AI-powered productivity tools and cloud-based collaboration platforms. Skills & Competencies We're looking for someone who is: Highly organized, detail-oriented, and able to manage multiple priorities. Proactive, dependable, and responsive. A strong communicator and relationship builder. Comfortable working independently and collaboratively in a team environment. Tech-savvy with the ability to quickly learn and adapt to new software, systems, and technologies. Proficient with Microsoft 365, cloud-based applications, and online research tools. Interested in leveraging technology, automation, and AI tools to improve efficiency and business processes. Strong in internet research, problem-solving, and information gathering. Eager to learn, grow professionally, and take on new challenges.

Pay:

$17.53 - $32.90 per hour

Work Location:

In person