Mailroom & Deposits Coordinator

Responsibilities

• Receive and sort all incoming physical mail for the Finance department.
• Scan and distribute relevant documents to remote finance team members.
• Check and payment processing:
• Review remittance information to accurately apply check payments to the correct client invoices.
• Communicate with local offices to request missing remittance details when needed.
• Log all payments received at the corporate office, maintaining a complete and accurate payment record.
• Deposit checks using a remote bank scanning system in accordance with established procedures.
• Digitally file all remittance documents in the company’s electronic system for tracking and compliance.
• Invoicing Support:
• Prepare, print, and mail client invoices weekly, every Thursday.
• Ensure consistency and accuracy in invoice documentation and distribution.
• General Finance Support:
• Assist with ad hoc projects and administrative tasks as assigned by Finance leadership.
• Maintain confidentiality and integrity in all financial transactions and communications.
• Create budgets within the credit card dashboard by location and issue physical and virtual cards as needed.

Qualifications and Skills

• Ace’s or Bachelor’s degree in Accounting, Finance, or Business preferred.
• 1–2 years of experience in accounts receivable, finance, or administrative support preferred.
• Proficiency in Microsoft Excel, Outlook, and document scanning software.
• Strong attention to detail and accuracy in handling financial records.
• Excellent communication skills and ability to follow up professionally and promptly.
• Reliable, organized, and capable of working independently in a fast-paced environment.