Administrative and Financial Assistant

MHiPros is a nationwide services and project-based company seeking a highly organized Administrative & Financial Support Coordinator to assist with financial operations and internal administrative support. The role focuses on financial accuracy, project profitability tracking, and supporting company leadership and teams.

Responsibilities

• Assist with QuickBooks management, including:
• Customer invoicing and payment tracking (A/R)
• Vendor bill processing and payment tracking (A/P)
• Ensure transactions are properly recorded and allocated
• Maintain organized financial records and documentation
• Coordinate with external accountants and tax professionals
• Track and assist with sales tax reporting across multiple states and counties
• Maintain tax-exempt certificates
• Monitor filing schedules (quarterly, semi-annual, etc.) to ensure compliance
• Manage and product all tax transactions and reports
• Track project-level costs, including:
• Materials and supplier invoices
• Receipts and job-related expenses
• Labor hours (field and shop)
• Ensure all costs are accurately assigned to the correct project
• Assist in preparing project profitability reports
• Log project duration and labor time for performance analysis
• Track and allocate technician and shop labor hours by project
• Assist management in monitoring field schedules and job assignments
• Ensure labor time (field, shop, fabrication, prep) is properly recorded
• Create and send purchase orders
• Create, send and manage invoices
• Track and pay vendor invoices
• Support company leadership with administrative tasks and reporting
• Assist sales and operations teams with documentation, tracking, and follow-ups
• Communicate with suppliers regarding purchasing, documentation, and billing
• Help improve internal processes, organization, and efficiency
• Handle occasional ad-hoc administrative tasks as needed

Skills

• 1–3 years experience in administration, bookkeeping, or financial support
• Experience with QuickBooks (required)
• Strong attention to detail and organization
• Comfortable working with spreadsheets, reports, and financial data
• Ability to manage multiple priorities and deadlines
• Strong communication skills (written and verbal)
• Experience in construction, manufacturing, or project-based environments is a plus (not required)

Benefits

• Growth Opportunity: Clear advancement to Specialist role with increased compensation
• Stable, company growing nationwide.
• Direct exposure to leadership and business operations.
• Opportunity to grow into a higher-level financial and operations role.
• Collaborative, fast-paced environment.
• Make a real impact on project profitability and company performance.

Company Overview