Financial Operations Jobs in Philadelphia, PA (NOW HIRING)

Job Summary

We are seeking a highly organized, detail-oriented Financial Operations Coordinator to support the financial and quoting functions of our growing company.

Under the supervision of the VP of Operations, the Financial Operations Coordinator will prepare accurate client package quotes, manage accounts receivable activities, maintain accounts payable records, reconcile payment activity, and support the overall accuracy of our financial records.

This position works closely with our Sales, Operations, Finance, and vendor partners and requires someone who is comfortable working with numbers, identifying discrepancies, and managing multiple priorities in a fast-paced environment.

This is a full-time, on-site position based at our headquarters in Marlton, New Jersey.

Key Responsibilities

Quoting & Pricing

• Work directly with our vendors to obtain accurate rates and pricing.
• Prepare accurate package quotes and pricing for the Sales team.
• Review vendor pricing, taxes, fees, commissions, and other costs to ensure accuracy before quotes are provided to clients.
• Review proformas for booking accuracy before loading into payable system
• Identify pricing discrepancies and work with vendors and internal teams to resolve them.
• Assist with updates to existing quotes when itineraries, group sizes, or supplier pricing change.

Accounts Receivable

• Prepare and issue client invoices and payment requests.
• Accurately record and reconcile incoming client payments.
• Post and reconcile daily payment activity.
• Monitor outstanding client balances and follow up on past-due or delayed payments.
• Assist clients and client-facing team members with billing questions, account updates, invoices, and payment processing.
• Maintain accurate and up-to-date accounts receivable reports for the executive team.

Accounts Payable Administration

• Accurately enter vendor invoices and bills into QuickBooks.
• Review invoices against bookings, contracts, and quoted pricing for accuracy.
• Maintain organized accounts payable records and supporting documentation.
• Research discrepancies between vendor invoices, contracted rates, and internal records.
• Communicate with vendors regarding invoice questions, corrections, and missing documentation.
• Provide the appropriate internal team members with accurate information needed for vendor payment processing.

Financial & Administrative Support

• Maintain accurate financial records and supporting documentation.
• Compile financial data and prepare reports for the executive team.
• Assist with account reconciliations and research discrepancies as needed.
• Maintain organized electronic financial and vendor records.
• Perform general administrative duties related to accounts receivable, accounts payable, quoting, and financial operations.
• Collaborate with Sales and Operations to ensure financial information associated with client bookings is complete and accurate.

Knowledge, Skills & Abilities

• Exceptional attention to detail and commitment to accuracy.
• Strong analytical and critical-thinking skills.
• Ability to work confidently with pricing, financial data, and spreadsheets.
• Excellent organizational and time-management skills.
• Ability to prioritize multiple deadlines and responsibilities.
• Strong problem-solving skills and willingness to independently research discrepancies.
• Professional written and verbal communication skills.
• Strong interpersonal skills and ability to work effectively with clients, vendors, and internal team members.
• Ability to work independently while also contributing as part of a collaborative team.
• Comfortable working in a fast-paced environment where priorities may shift.

Qualifications

• Prior accounts receivable and/or accounts payable experience required.
• Proficiency in QuickBooks required.
• Proficiency in Microsoft Excel required.
• Experience reviewing pricing, invoices, financial records, or cost calculations strongly preferred.
• Experience with CRM software preferred; HubSpot experience is a plus.
• Previous experience in travel, hospitality, tourism, or another vendor-intensive industry is a plus.
• Demonstrated ability to maintain accuracy while managing a high volume of financial information.

Benefits

• 401(k)
• Health insurance
• Dental insurance
• Vision insurance
• Paid time off

Work Location

This is an in-office position at our Marlton, NJ 08053 headquarters. Candidates must be able to reliably commute to our Marlton office Monday through Friday.

If you are a detail-oriented professional who enjoys working with numbers, solving discrepancies, and supporting both financial and operational processes, we encourage you to apply for our Financial Operations Coordinator position.

Job Type: Full-time, On-site

Location: Marlton, NJ 08053

Schedule: Monday–Friday, 9:00 AM–4:30 PM

Pay: $50,000.00 - $55,000.00 per year