Finance & Admin Coordinator

Valley Signs & Designs, Inc is seeking a Finance & Administrative Coordinator to manage day-to-day financial operations from its Clayville, NY onsite location. Reporting to the Owner, this role centers on protecting cash flow and preserving documentation integrity, while a third-party bookkeeper handles higher-level accounting tasks. The position combines invoicing, vendor coordination, and meticulous records management, with an emphasis on audit-ready files and well-organized digital job records. The compensation range is USD 18 - 24 per hour.

Responsibilities

• Generate customer invoices for deposits, milestones, and final amounts
• Track accounts receivable and perform courteous collection follow-ups
• Upload and organize vendor invoices for approval
• Support weekly cash flow monitoring and reporting
• Maintain organized, accurate financial records
• Log deposits and verify accompanying documentation is complete
• Liaise with the external bookkeeper to ensure records are accurate
• Keep digital job files well organized
• Ensure documentation accuracy across projects
• Organize vendor records and compliance files
• Prepare onboarding documents for new hires
• Maintain personnel files for employees
• Maintain records in an organized, audit-ready state

Requirements

• Extremely detail-focused and well organized
• Comfortable operating within formalized processes
• Professional and confident in customer communications
• Reliable with follow-through and strong accountability
• Self-driven and dependable
• Experience in invoicing, accounts receivable, bookkeeping support, or administrative coordination preferred
• Experience with QuickBooks Online is a plus but not required

Technologies

• QuickBooks Online

What success looks like

• Invoices issued within one business day of triggering event
• Accounts receivable remains consistently organized and under control
• No missed bills, missing documentation, or payment surprises
• Weekly finance updates are prepared efficiently
• Files and records are always organized and easy to access

Who you are

• Extremely detail-focused and well organized
• Comfortable operating within formalized processes
• Professional and confident in customer communications
• Reliable with follow-through and strong accountability
• Self-driven and dependable
• Experience in invoicing, accounts receivable, bookkeeping support, or administrative coordination preferred
• Experience with QuickBooks Online is a plus but not required