Executive Administrative Coordinator/Bookkeeper - Edgefactory Inc.

Administrative Coordinator/Bookkeeper 

COMPANY 

edgefactory Creative Works is an Emmy Award Winning creative, media production house based in Orlando, Florida. We specialize in adding the WOW to corporate meetings and tradeshows, as well as video production, digital signage, and other multimedia solutions to present creative content. Our clients include Fortune 500 companies all over the world. Everything we do, we do with energy, emotion, and edge! Apply now to be a part of the Factory's award-winning team! 

JOB DESCRIPTION 

A full-time Administrative Coordinator supporting the Chief Financial Officer in key areas of accounting, sales, human resources, and general administration. 

RESPONSIBILITIES INCLUDE, BUT ARE NOT LIMITED TO: 

Independently manage multiple projects in a fast-paced team environment with minimal oversight; comfortable working in Microsoft Excel spreadsheets; attention to detail and accuracy is highly sought.  Must be able to maintain confidentiality. 

Finance 

• Manage & Coordinate all Accounts Receivable: 

• Manage all client communications with collecting open Accounts Receivable items over 45, 90, 150 days 

• Update Accounts Receivable tracking spreadsheet on a day-to-day basis 

• Prepare final invoices: true-up travels (prepare comparison), add change orders, apply payments and late fees.  All done through our invoice platform (Salesforce) 

• Process customer credit card payments using Square online platform. 

• Process weekly timesheets from previous week:  update PTO Advanced Accruals report; enter contractor timesheets into Accounting Software (QuickBooks) 

• Job-cost all company credit card transactions 

• Work with the CFO to manage & coordinate Accounts Payable 

• Track signed quotes 

• Update sales forecast bi-weekly, including a Business Development deck 

• Update Master Job Profitability report by quarter 

• Enter new projects into Harvest, a time-keeping platform, and determining budget hours 

• Set-up new contractors and vendors into QuickBooks, obtain W9s and ACH payment information 

• Update Operating Budget quarterly 

• Track vendor invoices for large shows 

Human Resources 

• Manage job postings in TriNet, an online Human Resources portal 

• Send onboarding paperwork to employees and contractors; update QuickBooks and Master Directory 

• Complete Employee Status Change forms 

• Create offer letters 

• Maintain employee and contractor rates spreadsheet 

• Update Handbooks:  Employee, Contractor, and Standards of Business Conduct 

• Set-up new users in Harvest 

Salesforce Administrator 

• Set-up new users 

• Train new users 

• Prepare Open/Closed Opportunity reports and custom reports 

• Update Salesforce Standard Operating Procedures handbook 

• Set-up PandaDoc accounts for all Salesforce users 

• Assist Executive & Service Team with assistance in building Quotes / Scope creation. 

Miscellaneous 

• Complete supplier/procurement registrations 

• Complete certification renewals as needed 

• Complete ASANA (a work management platform) tasks as assigned 

• Help with end of year Client gifts. 

• Work with the Executive Team to plan and coordinate team building activities. 

• Proofread materials as needed 

• Answering phone Calls fwd’d from our answering service 

• Maintaining employee records and documentation 

• Assist communications team with scheduling appointments 

 
REQUIRED EDUCATION AND EXPERIENCE 

• 3+ years bookkeeping and administration experience 

• Must be well-versed in all areas of QuickBooks Online; Microsoft Office including SharePoint, Word, Excel, PowerPoint 

• Knowledge of Salesforce CRM 

Time Commitment:  Full-time / 40-hour workweek 

Job Location: edgefactory Headquarters:  7131 Grand National Drive, Suite 107, Orlando, FL 32819 

Salary Range:  TBD per hour (dependent on experience) 

Relocation: None 

Requisition ID: 06/2024 

edgefactory is an Equal Opportunity Employer