Accountant Coordinator

Job description

Position Overview

We are seeking a skilled and driven Finance Coordinator who can also serve as an Administrative Assistant to support the operational and financial infrastructure of our growing studio.

This unique hybrid role is ideal for a highly organized, detail-oriented professional with strong financial expertise and the agility to support executive and team-level operations.

Reporting to the CFO, the Finance Coordinator will be a key business partner to leadership, designers, and overall staff ensuring financial integrity, streamlined processes, and budget alignment across custom design projects.

As Administrative Assistant, you'll also help maintain operational support, prepare internal communications, coordinate administrative needs, and support day-to-day studio operations.

Key Responsibilities

Financial Leadership & Finance Coordinator Duties

• Oversee accounting operations including day-to-day transactions, project-based financial tracking, reporting, budgeting, and forecasting.
  
  
• Lead monthly and annual close processes, delivering timely and accurate financial statements.
  
  
• Manage all aspects of tax compliance, insurance, permits, and regulatory filings.
  
  
• Develop and implement accounting procedures, policies, and internal controls tailored to a project-based creative environment.
  
  
• Collaborate with Designers to build and maintain accurate project budgets and cost projections.
  
  
• Monitor and optimize cash flow across projects and studio operations.
  
  
• Maintain and manage strong banking relationships.
  
  
• Prepare and issue monthly client billing, ensuring accuracy and timely follow-up on outstanding receivables.
  
  
• Run payroll bi-monthly, ensuring timely and accurate compensation for all employees.
  
  
• Manage and pay all overhead expenses including rent, utilities, insurance, technology systems, and other operating costs.
  
  

Human Resources Management

• Support onboarding and record-keeping for new hires in coordination with the Ops and HR teams.
  
  
• Manage all HR functions beyond onboarding, including benefits administration, employment law compliance, and HR record keeping.
  
  
• Partner with leadership to maintain a compliant, employee-focused HR environment aligned with Design Bar's values and culture.
  
  

Administrative Support

• Provide executive support to the COO and other members of the leadership team as needed, including calendar management, meeting coordination, and communication follow-up.
  
  
• Assist with internal reporting preparation, file organization, and documentation for team-wide meetings and projects.
  
  
• Help maintain operational flow by coordinating general administrative tasks and internal policy tracking.
  
  
• Ensure internal systems (e.g., file drives, finance folders, internal tools) are kept organized and up to date.
  
  
• Maintain and manage office software subscriptions, licenses, and vendor accounts, ensuring renewals and user access are tracked and current.
  
  
• Assist in developing and documenting standard operating procedures (SOPs) for administrative, operational, and finance workflows.
  
  
• Track and coordinate completion of operational and compliance tasks to ensure deadlines are met (e.g., business license renewals, insurance certificates, reporting deadlines).
  
  
• Prepare and format internal documents, presentations, or reports for executive meetings or external partners.
  
  
• Assist with scheduling, preparing agendas, and taking notes for operational and team meetings, following up on action items to completion.
  
  
• Contribute to maintaining a positive remote work culture through support of team engagement initiatives and communication tools.
  
  

Requirements

• 3+ years of experience as a Controller, ideally in a design, architecture, or project-based services firm.
  
  
• Strong understanding of
  U.S. GAAP
  and financial reporting standards.
  
  
• Experience with billing, procurement, and managing project timelines in a creative services environment.
  
  
• Advanced proficiency in
  QuickBooks
  Online and Excel.
  
  
• Experience managing banking relationships and financial documentation.
  
  
• Solid understanding of HR practices, benefits administration, and employment law compliance.
  
  
• Strong organizational and communication skills with high attention to detail.
  
  
• Proactive, adaptable mindset with the ability to manage multiple responsibilities and shift priorities as needed.
  
  
• Prior experience in an administrative or executive support role is a plus.
  
  
• Experience using project management tools such as Asana, Trello, ClickUp, or similar platforms to track tasks and maintain visibility on deadlines.
  
  
• Comfortable working in a digital-first environment, including proficiency with cloud file management systems (e.g., Google Drive, Dropbox).
  
  
• Ability to manage confidential information with discretion and professionalism.
  
  
• Problem-solving mindset with the ability to identify operational bottlenecks and propose practical solutions.
  
  
• Service-oriented attitude and a collaborative spirit

Benefits

Competitive Salary: Get paid what you're worth

Prepaid Medicine: Your health is our priority

Life Insurance: Peace of mind for you and your loved ones

Birthday Day Off: Celebrate your special day YOUR way

Indefinite-Term Labor Contract: Stability and all legal benefits included

Required Skill Profession

Other General