Administrative and Accounting Coordinator

Administrative & Accounting Coordinator

Location: Oxford, MS

A successful organization in the real estate and property industry is seeking an Administrative & Accounting Coordinator to support accounting, finance, compliance, licensing, and operational functions across multiple affiliated entities.

This position is ideal for a highly organized, detail-oriented professional who enjoys managing processes, maintaining accurate financial records, coordinating documentation, and supporting a fast-paced environment.

Key Responsibilities

Accounts Payable & Financial Administration

• Review invoices and bills for accuracy, coding, duplicate charges, and proper approvals
• Enter and process accounts payable transactions
• Maintain organized payment records and supporting documentation
• Coordinate recurring monthly, quarterly, and annual payments
• Review company credit card reconciliations
• Assist with bank reconciliations and financial recordkeeping
• Process and track deposits
• Monitor and follow up on returned or NSF payments

Inventory & Asset Administration

• Maintain inventory records and supporting documentation
• Coordinate title and ownership documentation
• Track and organize asset-related records and filings
• Manage documentation requirements with lenders and vendors

Purchasing & Payment Coordination

• Process purchase requests and payment transactions
• Maintain documentation for vendor payments and disbursements
• Coordinate payment workflows from initiation through completion

Licensing, Insurance & Compliance

• Assist with insurance reporting requirements
• Coordinate annual renewals for business licenses, registrations, and permits
• Maintain compliance-related records and documentation
• Track renewal deadlines and ensure timely submissions

Vendor & Contract Administration

• Maintain vendor records and collect required documentation
• Assist with contract organization and record management
• Ensure accurate filing and retention of important documents

Administrative Support

• Provide administrative support to leadership and operations teams
• Maintain organized digital and physical filing systems
• Assist with special projects and process improvement initiatives
• Support multiple business entities and departments as needed

Qualifications

• 3+ years of bookkeeping, accounting, accounts payable, or related experience
• Strong organizational skills and attention to detail
• Ability to manage multiple priorities and deadlines
• Experience with financial documentation, reconciliations, and reporting
• Proficiency with Microsoft Excel and Microsoft Office
• Ability to handle confidential financial information with discretion
• Strong written and verbal communication skills

For purposes of confidentiality, you can apply by emailing sfields@servicespecialistltd.com.