Administrative Operations & Accounting Coordinator Part-Time | Hybrid | Carson City, Nevada | Approximately 20-25 Hours/Week

POSITION SUMMARY

Suite Resource is seeking a highly organized, proactive Administrative Operations & Accounting Coordinator to support the accounting, administrative, compliance, and operational needs of our growing company. This is a hands-on role for someone who takes ownership of responsibilities, learns how the business functions across departments, and develops the systems, procedures, spreadsheets, calendars, and follow-up processes needed to keep the company organized and moving forward. The position works closely with the CEO while supporting Project Management, Estimating, Accounting, Import/Logistics, and other areas of the business. Success means understanding what needs to happen, when it needs to happen, who is responsible, and following items through to completion without requiring constant direction or reminders.

SCHEDULE, OFFICE PRESENCE & FLEXIBILITY

This is intended to remain a part-time position, generally requiring approximately 20-25 hours per week. The position is hybrid but requires a minimum of two days per week in our Carson City office. Additional in-office time may be required based on training, workload, meetings, deadlines, or company needs. We value flexibility, but flexibility depends on developing a strong understanding of the company, its procedures, responsibilities, deadlines, and team. During the initial training and development period, additional in-office time and consistent working hours may be necessary. Once the individual has demonstrated the ability to independently manage the position with consistent communication and follow-through, remaining weekly hours may be performed remotely or in the office based on company needs.

COMPENSATION

$27.00-$32.00 per hour, depending on experience and qualifications. Compensation within the range will reflect relevant experience, demonstrated QuickBooks and Excel proficiency, accounting and administrative capabilities, and the ability to independently develop reporting tools, systems, and processes that support the company.

KEY RESPONSIBILITIES

• Provide direct administrative and organizational support to the CEO and support Project Management, Estimating, and other departments as needed.
• Schedule meetings, employee reviews, company activities, and recurring administrative deadlines.
• Coordinate domestic and international travel arrangements for the CEO and Project Managers.
• Prepare, maintain, and submit contractor/customer prequalification packages, including data entry and supporting documentation.
• Maintain organized company records, forms, certificates, calendars, and recurring compliance documentation.
• Support HR administration, including job postings, applicant coordination, onboarding/offboarding, personnel documentation, and review scheduling.
• Help establish follow-up systems that reduce the need for the CEO to serve as the reminding voice behind routine responsibilities.

ACCOUNTING & FINANCIAL ADMINISTRATION

• Maintain QuickBooks data entry, reconciliations, and accurate accounting records.
• Manage accounts payable and accounts receivable administration, invoicing, and collection follow-up.
• Coordinate payroll processing through ADP and maintain vendor and customer records.
• Prepare and track sales tax and other recurring business filings; coordinate insurance, licenses, bonds, renewals, and related compliance requirements.
• Prepare routine financial and operational reporting for management.
• Develop and maintain financial spreadsheets and management tools outside of QuickBooks.

EXCEL & MANAGEMENT REPORTING

Strong Excel proficiency is required. QuickBooks does not provide every management report or analysis needed by the company. The successful candidate must be comfortable taking information from multiple sources and independently organizing it into useful spreadsheets and reports.

• Company and departmental budgets and budget-to-actual reporting.
• Weekly A/R and A/P activity, exposure, collection tracking, and cash-requirement schedules.
• Accounts payable forecasts and cash-flow planning worksheets.
• Project cost and expenditure tracking, vendor/customer summaries, and other ad-hoc management analyses.

This role requires more than entering information into an existing spreadsheet. The individual should be able to understand the business question being asked, determine what information is needed, and build a clear, functional Excel workbook or report without requiring step-by-step instruction from the

CEO. IMPORT, SHIPPING & COMPLIANCE DOCUMENTATION

As a direct importer of internationally manufactured products, Suite Resource generates significant documentation that must be complete, organized, and readily accessible. Prior import experience is beneficial but not required; however, the successful candidate must be willing to learn the documentation requirements and take ownership of the records.

• Commercial invoices, packing lists, bills of lading, and shipping documentation.
• Customs/broker documentation, import bonds, duties and tariff records.
• Freight/logistics records, factory/vendor documentation, and purchase/payment records associated with imported goods.

OWNERSHIP & PROCESS DEVELOPMENT

We are a growing company, and not every procedure or system has already been created. We are looking for someone who sees an organizational need and helps develop the solution—whether that means creating a spreadsheet, checklist, filing structure, calendar, procedure, reporting system, or follow-up process. The goal is for this individual to become the owner of the company's administrative infrastructure: someone the CEO and team can rely on to know that recurring administrative, accounting, compliance, and organizational responsibilities are being managed.

QUALIFICATIONS

• 3+ years of experience in administrative, accounting, bookkeeping, office management, or similar business-support roles.
• Strong working knowledge of QuickBooks.
• Strong Excel skills, including the ability to independently build and maintain spreadsheets, budgets, trackers, and management reports.
• Experience with accounts payable and accounts receivable; payroll systems such as ADP preferred.
• Strong organizational, document-management, written communication, and follow-through skills.
• Ability to learn and manage compliance and import-related documentation.
• Ability to manage multiple priorities and recurring deadlines while supporting multiple departments.
• Demonstrated ability to identify problems and develop practical systems and solutions.
• High level of personal accountability and ability to work independently without continuous direction or reminders.

THE PERSON WE'RE LOOKING FOR

We are looking for someone who naturally thinks ahead. If something happens every month, we want someone who puts it on a calendar rather than waiting to be reminded. If information needs to be tracked, we want someone who creates the spreadsheet. If documentation is incomplete, we want someone who identifies what is missing and follows through to obtain it. If the CEO asks for a budget, A/R exposure report, or weekly A/P forecast, we want someone capable of determining how to organize the information and presenting it in a useful format. The right person will not know everything about our business on day one. What matters is having the curiosity, availability, organizational ability, and ownership mentality to learn it—and ultimately become someone the entire team can depend on.

Job Type:

Part-time Pay:

$27.00 - $32.00 per hour

Benefits:

401(k) Flexible schedule Paid time off

Work Location:

Hybrid remote in Carson City, NV 89706