Finance & Administrative Coordinator

Overview

Our client is a growing swim school that provides an exceptional experience for families both in and out of the pool. They are seeking a Finance & Administrative Coordinator to manage daily financial and administrative processes, including billing, accounts receivable, payroll, and vendor payments. The role focuses on supporting the Adaptive Swim Program by maintaining accurate financial records, coordinating with service providers, and ensuring smooth reimbursement operations.

Challenges you would face

Track and collect outstanding balances for the Adaptive Swim Program
Submit required documentation and follow up on reimbursements with state service coordinators
Maintain accurate records of authorizations, UCI numbers, and lesson eligibility
Build and maintain relationships with service coordinators to improve payment cycles
Manage the finance inbox and ensure timely communication with vendors and families
Support data entry and family account maintenance in Jackrabbit (training provided)
Assist with vendor and utility payment processing
Help prepare weekly payroll and verify attendance accuracy
Maintain financial reports and records in Google Drive and internal systems
Identify opportunities for improving processes and operational efficiency

The ideal candidate

Experience in administrative coordination, billing, or accounts receivable support
Strong attention to detail and commitment to accuracy
Excellent written communication and follow-up skills
Proficient in Google Workspace (Docs, Sheets, Drive) and open to learning new digital tools
Ability to manage multiple ongoing cases and meet deadlines independently
Reliable, organized, and process-driven with a proactive attitude

Plus

Bookkeeping experience
Experience in small business or educational environments
Professional, tactful communicator who builds trust with partners
Persistent and positive approach to resolving outstanding issues