Accounting & Operations Coordinator at CHARTER OAK CAPITAL MANAGEMENT LLC – Kennebunk, Maine

The Accounting & Operations Coordinator is responsible for ensuring that the organization’s accounting, HR, and other operational functions run smoothly and efficiently. Reporting directly to the Chief Operating & Financial Officer (COO/CFO), this role manages payroll, accounts payable/receivable, financial reconciliations, and general ledger transactions. In addition to handling accounting tasks, the specialist assists with HR functions, project coordination, and general administrative duties, working to optimize processes and drive overall operational success.

Responsibilities

• Accounting: Process and manage payroll, accounts payable (A/P), accounts receivable (A/R), and corresponding journal entries in QuickBooks. Reconcile and process employee credit card transactions, recording them in the General Ledger. Oversee 401(k) contributions and prepare related benefit reconciliations. Reconcile bank statements and generate A/P and A/R aging reports. Input and reconcile the annual budget in QuickBooks to ensure accuracy. Calculate and remit quarterly estimated tax payments. Prepare and issue year-end 1099 forms. Coordinate with accountants for year end tax preparation. Administer and process quarterly commission payments for 10+ advisors, ensuring accuracy and timeliness. Manage vendor relationships, ensuring all contractual terms are met and obligations are fulfilled.
• Human Resources: Assists with tasks related to all phases of the employee experience, including interview scheduling, new hire onboarding, benefits management, employee recognition, event coordination, maintenance of employee records, and communication about organizational processes and practices.
• Project Coordination: Assist the COO/CFO with projects by compiling needs and requirements and driving forward tasks in Operations, HR and Finance. In collaboration with project team members, ensures projects are completed on time and on budget.
• Facilities: Assists with special projects related to office space, moving and other initiatives.
• Administration: Assists the COO/CFO with general office management, technology support, document preparation, and ad-hoc tasks.

Desired Skills & Experience

• Bachelor’s degree in Accounting, Business Administration, Human Resources, or related field, or equivalent work experience.
• 3+ years of experience in managing Payroll, Accounts Payable (A/P), and Accounts Receivable (A/R).
• Previous experience with QuickBooks or similar accounting software is highly preferred.
• Strong attention to detail and ability to ensure accuracy in financial transactions and reconciliations.
• Strong organizational and problem-solving skills, with the ability to work independently and handle multiple projects simultaneously.
• Ability to anticipate needs with a proactive mindset and continuously improve existing processes.
• Excellent customer service orientation, willing to roll up sleeves to get any job done.
• Ability to maintain strict confidentiality and handle sensitive information with discretion and professionalism.
• Some experience with benefits management, HRIS systems, and other administrative tools is a plus.