Our partner is looking for a Finance & Administrative Operations Coordinator based in Spain. This is a hands‐on finance and business operations role supporting a growing small business in a fast-moving environment. You will combine accounts receivable, reconciliation, bookkeeping support, payroll coordination, and administrative operations. The role requires strong practical experience with QuickBooks Desktop, payment follow-up, financial records, and Excel-based reporting.

Accountabilities

Manage weekly accounts receivable aging reviews, identify overdue balances, and proactively follow up on outstanding customer payments. Coordinate with receivables, collections, bookkeeping, and client contacts to resolve payment exceptions, unapplied credits, aging items, and open balances. Monitor deposits from checks, cash, and money orders collected by field staff and reconcile expected customer payments against bank and accounting records.

Use billing platforms such as Service Channel and related systems to monitor billing exceptions and payment issues.

Prepare

Excel‐based reports, reconciliations, financial trackers, and other operational reports. Gather receipts and supporting documentation for business expenses, including fuel, supplies, maintenance, uniforms, vehicle costs, vendor purchases, and other card activity. Coordinate with the bookkeeping team by answering questions, gathering source documents, tracking outstanding requests, and ensuring documentation is delivered promptly.

Prepare payroll support information, including commissions, additional pay items, reimbursements, pay‐stub checks, and supporting documentation. Gather new‐hire payroll information and maintain organized payroll‐support records while following up on missing details. Support inventory and receipt management, office supply ordering, and fleet‐related administrative coordination.

Prepare and route client‐related documents and provide routine administrative support, including scheduling,



record maintenance, task tracking, and follow‐up. Provide additional finance, administrative, and operational support as required within the agreed scope of work. Practical experience in accounts receivable, including payment follow‐up and collections coordination.

Experience reconciling customer payments, deposits, bank activity, and accounting records.

Background in financial administration, bookkeeping, accounting support, or a closely related function.

Strong Microsoft

Excel skills and confidence preparing reports, trackers, reconciliations, and financial analyses.

Experience reconciling customer payments against bank and accounting records is preferred. Familiarity with Service Channel or similar multi‐service/client billing platforms is an advantage. Payroll‐support experience is strongly preferred.

Operations, office administration, customer/vendor communication, or small‐business experience is highly valuable. HR administration experience is beneficial, as is exposure to inventory or fleet administration. Ability to work independently and take ownership of recurring finance and operational responsibilities.

Resourceful, detail‐oriented, and comfortable working in a small business where processes may still be developing. Familiarity with Microsoft Office, Google Workspace, payroll/timekeeping platforms, and related business systems.

Professional

English communication skills are required; bilingual Spanish is a plus. Ability to work the agreed schedule of 9:00 AM–5:00 PM EST, Monday through Friday. Full‐time independent contractor engagement of 40 hours per week.

Remote opportunity for eligible nearshore candidates. Monday‐to‐Friday schedule, generally 9:00 AM–5:00 PM EST. Competitive contractor rates. Weekly payments. Free training and upskilling opportunities.

Opportunity to develop experience across finance, bookkeeping, administration, payroll support, and business operations. Exposure to international clients and modern financial and business‐support tools.

📌 Finance & Administrative Operations Coordinator (Madrid)
🏢 Lever
📍 Madrid