Administrative and Financial Assistant
MHiPros is a nationwide services and project-based company seeking a highly organized Administrative & Financial Support Coordinator to assist with financial operations and internal administrative support. The role focuses on financial accuracy, project profitability tracking, and supporting company leadership and teams.
Responsibilities
- Assist with QuickBooks management, including:
- Customer invoicing and payment tracking (A/R)
- Vendor bill processing and payment tracking (A/P)
- Ensure transactions are properly recorded and allocated
- Maintain organized financial records and documentation
- Coordinate with external accountants and tax professionals
- Track and assist with sales tax reporting across multiple states and counties
- Maintain tax-exempt certificates
- Monitor filing schedules (quarterly, semi-annual, etc.) to ensure compliance
- Manage and product all tax transactions and reports
- Track project-level costs, including:
- Materials and supplier invoices
- Receipts and job-related expenses
- Labor hours (field and shop)
- Ensure all costs are accurately assigned to the correct project
- Assist in preparing project profitability reports
- Log project duration and labor time for performance analysis
- Track and allocate technician and shop labor hours by project
- Assist management in monitoring field schedules and job assignments
- Ensure labor time (field, shop, fabrication, prep) is properly recorded
- Create and send purchase orders
- Create, send and manage invoices
- Track and pay vendor invoices
- Support company leadership with administrative tasks and reporting
- Assist sales and operations teams with documentation, tracking, and follow-ups
- Communicate with suppliers regarding purchasing, documentation, and billing
- Help improve internal processes, organization, and efficiency
- Handle occasional ad-hoc administrative tasks as needed
Skills
- 1–3 years experience in administration, bookkeeping, or financial support
- Experience with QuickBooks (required)
- Strong attention to detail and organization
- Comfortable working with spreadsheets, reports, and financial data
- Ability to manage multiple priorities and deadlines
- Strong communication skills (written and verbal)
- Experience in construction, manufacturing, or project-based environments is a plus (not required)
Benefits
- Growth Opportunity: Clear advancement to Specialist role with increased compensation
- Stable, company growing nationwide.
- Direct exposure to leadership and business operations.
- Opportunity to grow into a higher-level financial and operations role.
- Collaborative, fast-paced environment.
- Make a real impact on project profitability and company performance.
Company Overview