Finance & Business Operations Coordinator

About HGO

Hannah Goetz Organizing (HGO) is a female-founded company that redefines organizing and design through tailored, innovative services. Our personalized approach transforms spaces while enhancing productivity, functionality, and emotional well-being. We go beyond traditional organizing to create environments that inspire and support our clients' unique lifestyles. As a growing, client-focused business, we are committed to delivering exceptional service and thoughtful solutions that make a lasting impact.

Position Overview

Hannah Goetz Organizing is seeking a highly organized and detail-oriented Finance & Operations Coordinator to support the day-to-day financial and operational functions of the business. This role is ideal for someone who enjoys working independently, has strong bookkeeping and reporting skills, and thrives in a fast-paced, creative environment.

The Finance & Operations Coordinator will oversee invoicing, accounts receivable, bookkeeping, financial reporting, project budget tracking, and administrative operations. This individual will play a key role in maintaining efficient systems, supporting project profitability, enforcing financial processes, and ensuring a seamless client experience.

The ideal candidate is proactive, communicative, systems-minded, and comfortable taking ownership of recurring financial and operational responsibilities with minimal oversight.

Responsibilities

Financial Management & Bookkeeping

• Create and send client invoices accurately and on schedule
• Monitor accounts receivable and proactively follow up on outstanding payments
• Track invoice due dates and implement payment reminder processes
• Reconcile bank and credit card accounts monthly
• Monitor company credit card activity and identify discrepancies or concerns
• Maintain accurate financial records and expense tracking systems
• Prepare monthly financial reports, including profit and loss statements, cash flow summaries, and expense reports
• Prepare quarterly financial reviews and business performance summaries
• Support year-end financial reporting and collaborate with the company's CPA during tax preparation
• Track project budgets, expenses, profitability, and job costing
• Maintain systems for expense allocation and project-related financial tracking
• Provide budgeting recommendations and identify cost-saving opportunities
• Deliver proactive financial insights to support business growth and decision-making

Operations & Administrative Support

• Maintain client, vendor, contractor, and project financial records
• Support project tracking systems and internal operational workflows
• Organize and manage financial and operational documentation
• Become proficient in HoneyBook, including invoice smart files, project workflows, and client folders
• Assist with collecting and maintaining contractor documentation, including W-9 forms
• Ensure all financial and operational information remains organized and up to date
• Identify opportunities to improve operational efficiency through stronger systems and processes

Client Accounts & Payment Management

• Take ownership of client-facing financial communications
• Manage invoice follow-ups and reminders in accordance with company policies
• Assist in implementing and maintaining financial workflows
• Help ensure client agreements, payment schedules, and billing processes are consistently followed
• Proactively address bookkeeping and financial action items as they arise

Communication & Team Collaboration

• Maintain a consistent weekly work schedule
• Monitor and respond to HGO email communications daily
• Participate in weekly operations and financial check-in meetings
• Collaborate closely with the Project Manager and company owner to review project updates, financial questions, reporting needs, and workflow improvements
• Contribute to a positive, solutions-oriented, and collaborative team environment

Qualifications

• Experience in bookkeeping, accounting, finance, operations management, or a related field
• Strong analytical skills with the ability to interpret financial data and prepare reports
• Proficiency with invoicing, accounts receivable, financial reporting, and bookkeeping systems
• Experience and proficiency with QuickBooks
• Strong organizational skills and exceptional attention to detail
• Excellent written and verbal communication skills
• Experience supporting administrative and operational processes
• Customer service experience and a client-focused mindset
• Ability to work independently, prioritize tasks, and manage deadlines effectively
• Comfortable creating and maintaining systems, workflows, and reporting processes

Why Join HGO?

• Work with a creative, purpose-driven company making a meaningful impact on clients' lives
• Enjoy the flexibility of a remote, part-time schedule
• Collaborate with a supportive and growing team
• Help shape operational systems and contribute directly to business success
• Play a key role in supporting the growth and long-term success of the company

This is a 1099 contractor position for approximately 20–25 hours per week.

Pay: From $25.00 per hour

Benefits

• Employee discount
• Flexible schedule
• Professional development assistance

Application Question(s)

* Are you available to work during business hours from M-F 9:00 AM - 5:00 PM CST?

Education

* Associate (Required)

Experience

• Bookkeeping: 1 year (Preferred)
• Accounting: 1 year (Preferred)
• QuickBooks: 1 year (Required)

Work Location: Remote