Business Coordinator

Primary Responsibilities

• Travel Coordination: Coordinate company travel, including airfare, hotels, rental vehicles, itineraries, schedule changes, and traveler communication.
• Corporate Card Reconciliation and Administration: Administer the company’s corporate card program, including reviewing transactions, collecting supporting documentation, coordinating expense coding, reconciling monthly statements, and resolving discrepancies.
• Payroll and Timecard Administration: Support the weekly payroll process by reviewing employee timecards for completeness, accuracy, and timely submission. Verify that labor hours are properly allocated among departments, projects, service orders, and other applicable cost categories. Coordinate with employees and supervisors to resolve missing time, incorrect allocations, and other discrepancies before payroll is processed. Prepare and maintain payroll allocation reports and supporting documentation for Finance Department review.
• Financial and Operational Reporting: Maintain and distribute updated billing forecasts and closed service order reports. Work with department leaders and project personnel to confirm that reporting is accurate, current, and complete.
• Finance Department Support: Assist the Finance Department with documentation, reporting, reconciliations, process improvement, and other departmental priorities as assigned.
• Purchasing Development: Gradually provide support to the Purchasing function through vendor coordination, purchasing administration, and cross-training with the Purchasing Manager. Develop proficiency with the company’s purchasing, service-management, and financial systems as responsibilities expand.

Position Expectations

• The successful candidate will be organized, responsive, comfortable working with technology, and capable of managing multiple priorities.
• The position requires attention to detail, effective communication, and the ability to exercise independent judgment when evaluating travel, payroll information, financial information, purchasing needs, and operational priorities.
• The individual must take initiative to research issues, evaluate available alternatives, and implement appropriate solutions without continual direction.

Preferred Qualifications

• Associate's or bachelor's degree in Business Administration, Accounting, Finance, or a related field preferred; equivalent work experience will be considered.
• Two (2) or more years of administrative, finance, payroll, accounting, purchasing, or business operations experience preferred.
• Experience coordinating corporate travel, including airfare, hotels, rental vehicles, and itinerary management.
• Experience supporting payroll processing, timecard administration, or labor allocation is preferred.
• Experience reconciling corporate credit card transactions, expense reports, or other financial records.
• Strong proficiency with Microsoft Office, particularly Excel, Outlook, and Word.
• Experience working with ERP, accounting, payroll, purchasing, or service management software is preferred.
• Demonstrated ability to organize and prioritize multiple projects while meeting deadlines in a fast-paced environment.
• Strong analytical and problem-solving skills with exceptional attention to detail and accuracy.
• Excellent written and verbal communication skills with the ability to interact professionally across all levels of the organization.
• Ability to maintain confidentiality and exercise sound judgment when handling sensitive financial and employee information.
• Self-motivated with the ability to work independently while collaborating effectively within a team environment.
• Customer-service mindset with a willingness to assist employees across multiple departments.
• Continuous improvement mindset with a desire to learn new systems, processes, and responsibilities.
• Experience in the construction, technology integration, or project-based service industry is a plus.