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Billing/Administrative Coordinator

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McGuire Sponsel

Sep 11

  • Job
    Full-time
    Junior Level
  • People, HR & Administration
    Accounting & Tax
  • Indianapolis
  • Quick Apply

AI generated summary

  • You must be organized, detail-oriented, and tech-savvy with 2+ years of accounting or admin support experience, excellent communication skills, and proficiency in Microsoft Office.
  • You will provide admin support, manage client billing, track sales in Salesforce, assist with proposals, handle travel arrangements, and coordinate team events while maintaining communication with stakeholders.

Requirements

  • Self-starter, deadline driven individual who is technologically savvy with a strong attention to details.
  • Ability to stay organized and manage the varying day to day needs of the team.
  • Ability to multi-task in a fast-paced environment.
  • Excellent professional written and verbal communication skills; comfortable communicating with all levels within an organization.
  • Experienced in Microsoft Excel, Word, Outlook, PowerPoint, and Adobe.
  • Time and billing software experience a plus.
  • Experience in Salesforce is desirable but not required.
  • Ability to learn new software and tasks.
  • Excellent time management skills and ability to prioritize work.
  • 2+ years accounting or administrative support experience a plus, preferably in a professional services environment.

Responsibilities

  • Provide administrative support for shareholders, leaders, and employees across the Global Business Services team.
  • Consult with internal team members regarding the status of projects and schedules.
  • Assist with entering, tracking, updating, and reporting on new and existing sales opportunities within Salesforce, our CRM software.
  • Submit and reconcile time and expense reports.
  • Assist in the preparation of client proposals and engagement letters.
  • Manage detailed client billing process. Maintain up to date vendor files.
  • Assist with monthly client account statement processing and distribution.
  • Manage Certified Mail.
  • Maintain business licenses and ensure appropriate deadlines are met.
  • Communicate with stakeholders on a regular basis with timely practice line updates.
  • Organize, save, and assist with data entry for digital files and information as needed for various projects.
  • Assist with and manage travel arrangements for airline, rental car, and hotel for certain professional staff.
  • Coordinate and support team event planning, such as catering lunch or organizing external outings/meetings.

FAQs

What are the main responsibilities of the Billing/Administrative Coordinator?

The main responsibilities include providing administrative support for the team, managing the client billing process, assisting with time and expense reports, preparing client proposals, maintaining vendor files, and coordinating team event planning among others.

What qualifications are needed for this position?

Candidates should be self-starters with strong attention to detail, have excellent time management skills, be proficient in Microsoft Office and Adobe, and ideally have 2+ years of accounting or administrative support experience in a professional services environment.

Is experience with Salesforce required for this role?

Experience in Salesforce is desirable but not required for this position.

What does McGuire Sponsel offer to employees in terms of benefits?

McGuire Sponsel offers competitive paid time off, 401k and health and wellness benefits, access to recently renovated office space, building amenities like a fitness center and coffee shop, Summer Friday hours, and opportunities for team building and community outreach.

What type of environment does the Billing/Administrative Coordinator work in?

The role is in a fast-paced environment, requiring someone who can multi-task and manage varying day-to-day needs of the team.

Where is this position located?

This position is located in Indianapolis.

Is prior experience with time and billing software necessary?

While having experience with time and billing software is a plus, it is not mandatory for the role.

What are the communication requirements for this position?

Excellent professional written and verbal communication skills are required, as the coordinator will be communicating with all levels within the organization.

What are the working hours for this position?

The position is full-time, and specific working hours may vary but typically align with standard business hours.

What opportunities for professional growth does McGuire Sponsel provide?

McGuire Sponsel offers individuals the opportunity to grow both professionally and personally within a supportive team environment.

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McGuire Sponsel

Tax Consulting: Global Business Services, R&D Tax Credit Services, Fixed Asset Services, Location Advisory Services

Consulting
Industry
51-200
Employees
2007
Founded Year

Mission & Purpose

Partnering with CPA firms, McGuire Sponsel offers Research & Development Tax Credit Services, Fixed Asset Services, Global Business Services, and Location Advisory Services. McGuire Sponsel strengthens client relationships by offering a conservative, methodical approach to delivering tax services that fall outside the traditional practices of local and regional CPA firms. Our approach has allowed us to become a trusted resource to CPAs across the country, with a strong track record with the IRS.