Operations & Accounting Coordinator

Operations & Accounting Coordinator

Position Overview

Quantix is seeking a detail-oriented and highly organized Operations & Accounting Coordinator to support our sales team and help manage project flow from proposal through billing. This role is ideal for someone with a background in accounting and/or finance who thrives in a fast-paced environment where accuracy, organization, and communication are essential.

The ideal candidate is comfortable working with numbers, managing multiple priorities, and coordinating between internal teams, clients, and vendors.

Key Responsibilities

Administrative & Operational Support

• Provide general administrative support including email management, scheduling, document preparation, and data entry
• Assist sales staff with proposal generation and project coordination
• Maintain digital filing systems and ensure documents are properly stored and accessible
• Track and maintain accurate records related to operations, projects, and communications

Accounting & Financial Support

• Enter labor and material orders into the company accounting system
• Support billing and invoicing of projects
• Assist with invoice tracking and payment follow-ups
• Maintain accurate financial records and ensure attention to detail in all transactions

Vendor & Client Coordination

• Call/email customers to schedule work and assist with collections as needed
• Coordinate with contractors to schedule work and obtain required certifications/documentation
• Support vendor communications and third-party service coordination

Systems & Marketing Support

• Utilize and update company software systems (CRM, accounting platform, shared drives, project management tools)
• Assist with outbound email campaigns to potential customers using pre-determined scripts
• Maintain accurate data within CRM and internal systems

Qualifications

• Background in accounting, finance, or related field (education or work experience required)
• Strong numerical accuracy and attention to detail
• Proficiency in Microsoft Office (Excel, Word, Outlook)
• Experience with accounting software and CRM systems preferred
• Excellent written and verbal communication skills
• Strong organizational and time management abilities
• Ability to manage multiple tasks and prioritize effectively

Preferred Experience

• 2+ years in an administrative, accounting, or operations support role
• Experience supporting a sales team
• Familiarity with project-based billing environments

Key Competencies

• Detail-oriented and analytical
• Proactive and self-motivated
• Strong problem-solving ability
• Team-oriented mindset