Financial Coordinator

Overview

Project Finance Coordinator (Remote, Flex-Time Hourly, W2)

Location Requirement: Must reside in one of the following states: Arizona, Arkansas, Florida, Georgia, Idaho, Indiana, Massachusetts, Minnesota, New Hampshire, North Carolina, Ohio, South Carolina, Tennessee, Texas, or Utah.

This role supports the financial operations of a design firm specializing in short-term rental interiors. The position reports to the Finance Manager and works closely with the Project Management team to ensure accurate and timely financial administration throughout the lifecycle of client projects.

Responsibilities

Project Financial Administration

• Open, maintain, and close project-specific bank accounts
• Organize and maintain project banking documentation
• Monitor project account balances and banking activity
• Ensure project financial accounts are compliant and up to date

Project Payment Card Management

• Create, issue, and manage project payment cards
• Monitor card activity and spending
• Support Project Management with locked, missing, or compromised cards
• Coordinate fraud reporting and replacement card requests
• Maintain accurate records of issued cards and cardholders
• Assist with payment card troubleshooting and administration

Project Fund Management

• Transfer funds between operating and project accounts as needed
• Coordinate funding requests with Finance Manager
• Ensure projects have appropriate funding throughout each phase

Financial Support for Project Managers

• Serve as primary Finance contact for Project Management financial requests
• Assist with financial questions during active projects
• Support financial administration from project kickoff through closeout
• Provide timely solutions to project-related financial issues
• Coordinate with Finance leadership on escalated requests

Budget Support

• Build and maintain contractor cost budgets within project systems
• Verify contractor budgets align with approved project scopes

Accounts Receivable & Client Billing

• Prepare and issue client invoices for furniture purchases, contractor fees, and other project expenses using QuickBooks Online
• Ensure invoices are accurate, timely, and align with approved budgets and change orders
• Coordinate with Project Managers to verify billable expenses before invoicing
• Process invoice revisions or corrections as needed
• Maintain accurate billing documentation and supporting records
• Support month-end accounts receivable reconciliation and reporting

Process Improvement & Cross-Functional Support

• Maintain standard operating procedures and documentation related to project financial workflows
• Identify opportunities to improve financial processes and operational efficiency
• Partner with Finance and Project Management leadership to improve systems and workflows
• Assist with special projects and department initiatives
• Provide additional financial and administrative support as business needs evolve

Requirements

• Minimum 2 years of experience in finance, accounting, bookkeeping, operations, or project administration
• Experience supporting financial operations
• Strong organizational skills with exceptional attention to detail
• Ability to manage multiple projects and priorities simultaneously
• Excellent problem-solving and communication skills
• Comfortable working independently in a remote environment
• High level of discretion when handling confidential financial information
• Experience with QuickBooks Online or similar accounting software preferred
• Experience with Monday.com or project management software preferred
• Banking, payment card, or project accounting experience preferred

Success Factors

• Ensure accurate financial setup for every project from kickoff through completion
• Keep project bank accounts, payment cards, and financial records organized and current
• Provide responsive and reliable financial support to Project Management
• Process vendor and contractor payments accurately and on time
• Maintain accurate contractor budgets and project financial documentation
• Resolve financial issues quickly to minimize project delays
• Improve efficiency through organized systems, strong documentation, and continuous process improvement
• Strengthen collaboration between Finance and Project Management teams

Compensation & Benefits

• Competitive salary based on experience and qualifications
• Fully remote work environment
• Opportunities for growth within an expanding Finance team
• Collaborative culture valuing initiative and continuous improvement

Location

Remote position requiring residence in one of the following states: Arizona, Arkansas, Florida, Georgia, Idaho, Indiana, Massachusetts, Minnesota, New Hampshire, North Carolina, Ohio, South Carolina, Tennessee, Texas, or Utah.