Administrative Coordinator

Administrative Coordinator
Location: Horsham PA
Job Type: Full-time
Position Summary
Wouch, Maloney & Co., LLP, a growing accounting and advisory firm, is looking for a highly organized, detail-oriented, energetic Administrative Coordinator. This position supports our team by managing administrative, billing, and other operational tasks. This role is critical in removing non-billable work from partners and managers, allowing them to focus on client delivery.
The ideal candidate is highly professional, technically skilled, and takes a hands-on, solution-focused approach. You are someone who anticipates needs, identifies issues early, and follows through to resolution.
Key Responsibilities
Billing, Invoicing & Collections
Run necessary reports to prepare, review, and finalize client invoices on Excel spreadsheet and run reports at end of billing period
Ensure invoices are accurate, timely, and consistent
Monitor accounts receivable and follow up on collections professionally and assertively
Provide updates to partners and managers on outstanding balances
Administrative & Firm Support
Open new clients, add projects, maintain client information in Axcess
Prepare, format, proofread, and finalize documents using Microsoft Word
Create and maintain spreadsheets and track logs in Excel
Assist with client correspondence, engagement letters, and deliverables
Maintain organized electronic and physical filing systems, according to record retention guidelines
Manage reception duties, including phones, mail, and office supplies
Process & Workflow Management
Track tasks and ensure timely follow-through
Monitor administrative workflows and identify inconsistencies
Coordinate communication between staff, partners, and vendors
Required Skills & Qualifications
Strong proficiency in Microsoft Word and Excel
Exceptional attention to detail and organizational skills, diligent and accurate
Ability to manage multiple priorities and meet deadlines
Clear, professional written and verbal communication skills
Comfortable working in a fast-paced, deadline-driven professional environment
Client-focused mindset with high degree of professionalism
Preferred Experience
Experience in a public accounting or professional services environment
Background in billing and collections
Familiarity with CCH Axcess, ShareFile, SafeSend a plus
Associate or bachelor's degree preferred
Benefits
Competitive pay
Comprehensive benefits including health, dental vision, life insurance and short and long-term disability, 401(k) with company match, flexible benefits programs including FSA, HSA and HRA
Inclusive culture with team outings, service projects, sports events and more!

Employment type
Full-Time

Work arrangement
No