Administrative Coordinator

About the Role

Wouch, Maloney & Co., LLP, a growing accounting and advisory firm, is seeking a highly organized, detail-oriented, and energetic Administrative Coordinator. This position supports the team by managing administrative, billing, and other operational tasks, removing non-billable work from partners and managers so they can focus on client delivery. The ideal candidate is professional, technically skilled, and takes a hands-on, solution-focused approach—anticipating needs, identifying issues early, and following through to resolution.

Responsibilities

• Run necessary reports to prepare, review, and finalize client invoices using Excel spreadsheets and generate end-of-billing-period reports.
• Ensure invoices are accurate, timely, and consistent.
• Monitor accounts receivable and follow up on collections professionally and assertively.
• Provide updates to partners and managers on outstanding balances.
• Open new clients, add projects, and maintain client information in Axcess.
• Prepare, format, proofread, and finalize documents using Microsoft Word.
• Create and maintain spreadsheets and track logs in Excel.
• Assist with client correspondence, engagement letters, and deliverables.
• Maintain organized electronic and physical filing systems according to record retention guidelines.
• Manage reception duties, including phones, mail, and office supplies.
• Track tasks and ensure timely follow-through.
• Monitor administrative workflows and identify inconsistencies.
• Coordinate communication between staff, partners, and vendors.

Requirements

• Strong proficiency in Microsoft Word and Excel.
• Exceptional attention to detail and organizational skills; diligent and accurate.
• Ability to manage multiple priorities and meet deadlines.
• Clear, professional written and verbal communication skills.
• Comfortable working in a fast-paced, deadline-driven professional environment.
• Client-focused mindset with a high degree of professionalism.

Preferred Qualifications

• Experience in a public accounting or professional services environment.
• Background in billing and collections.
• Familiarity with CCH Axcess, ShareFile, or SafeSend.
• Associate or bachelor’s degree.

Benefits

• Competitive pay.
• Comprehensive benefits including health, dental, vision, life insurance, and short- and long-term disability.
• 401(k) with company match.
• Flexible benefits programs including FSA, HSA, and HRA.
• Inclusive culture with team outings, service projects, and sports events.