Accounting Coordinator in Clearwater, Florida at Habitat for Humanity Tampa Bay Gulfside

Classification

Full-time, Non-Exempt, Hourly

Remote: No

Typical hours of work: 9:00 AM – 5:00 PM; Monday - Friday

Reports to

Chief Financial Officer

Summary/Objective

Reporting to the Chief Financial Officer, the Accounting Coordinator supports day-to-day accounting operations by processing accounts payable and other disbursements, managing the accounting side of the purchasing card program, maintaining vendor relationships, and assisting with reconciliations and month-end close. This role works closely with internal departments and external vendors to ensure financial transactions are accurate, timely, properly documented, and compliant while supporting improvements to accounting processes and systems.

Essential Functions

Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Duties/Responsibilities

· Process a high volume of disbursement transactions accurately and on schedule, including accounts payable, purchase orders, employee purchase cards, and manual check requests using Bill.com, Paylocity, and Sage Intacct.

· Manage the accounting side of the purchasing card and corporate card programs by serving as the primary contact for cardholder questions and issues, collecting coding and supporting documentation, reviewing and processing expense reports, obtaining required approvals, ensuring expenses are accurately coded and recorded, and processing payments.

· Ensure appropriate authorization and board approval for payments when required and submit transactions to the bank’s positive pay system.

· Review daily bank activity, including ACH and wire payments, and ensure transactions are properly recorded in Sage Intacct.

· Manage new vendor setup, including invoice submission requirements, electronic payment enrollment, and maintenance of W-9 documentation in Sage Intacct and Bill.com.

· Build and maintain positive vendor relationships by proactively communicating about invoices and payments, resolving issues, and contacting vendors by phone when needed.

· Coordinate with the Mortgage Services department to ensure timely payment of homeowner insurance and property tax bills.

· Assist Mortgage Services with annual escrow analysis and surplus disbursements.

· Create and manage project codes for land purchases and future home builds.

· Collaborate with Mortgage Services, Construction, Development, Permitting, and other departments to coordinate the accounting information and documentation needed for financial operations.

· Assist with monthly bank and account reconciliations to support an accurate and timely month-end close.

· Prepare annual Forms 1099.

· Prepare and organize requested schedules and supporting documentation for the year-end audit and IRS Form 990.

· Cross-train on key accounting tasks to ensure continuity of operations during staff absences.

· Identify and analyze opportunities to improve accounting processes and support the implementation of approved changes.

· Support special projects assigned by the Chief Financial Officer.

Competencies

• Detail-oriented with the ability to manage multiple tasks in a fast-paced environment.
• Confident and professional verbal and written communication skills, including the ability to contact vendors and internal staff directly to resolve payment questions and other issues.
• Professional, enthusiastic, and mission-driven with a strong commitment to organizational values.
• Maintains confidentiality of information.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook).
• Ability to work independently and collaboratively in a team environment.
• Ability to manage and defuse challenging situations with tact and professionalism.
• Demonstrates initiative and adaptability when taking on additional responsibilities with appropriate training and supervision.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job in an office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, and filing cabinets.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to use hands, reach with hands and arms, listen, and communicate. The employee must be capable of lifting and/or moving up to 15 pounds as needed and may occasionally be required to stand and walk for extended periods consistent with a typical office environment.

Position Type/Expected Hours of Work

This position may occasionally require attendance at evening meetings and preparation for special events.

Education and Experience

· Associate’s degree preferred in accounting or a related field.

· Minimum of two years of related accounting or finance experience.

· Prior experience with Bill.com and Sage Intacct preferred.

· Ability to read, analyze, and interpret general business information.

· Ability to speak and write English fluently.

Other Duties

Please note this job description is designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job but is not limited to this.

Duties, responsibilities, and activities may change at any time with or without notice.

Habitat for Humanity Tampa Bay Gulfside (TBG) actively recruits, employs, trains, and compensates employees regardless of race, color, religion, sexual orientation, gender identity or expression, gender, national origin, age, disability, genetics, or veteran status. In addition to federal law requirements, Habitat TBG complies with applicable state and local laws governing nondiscrimination in employment in every location. This policy applies to all terms and conditions of employment, including workplace harassment.