Part-Time Financial Operations Coordinator - Remote office

Part-Time Financial Operations Coordinator

Company: Forensic Building Science, Inc. (FBS)
Location: Saint Paul, Minnesota area / remote home office
Reports to: Senior Operations Officer
Employment type: Part-time, non-exempt
Schedule: Approximately 20 hours per week, with flexibility around payroll, billing, reporting, and month-end deadlines.

Position summary

The Part-Time Financial Operations Coordinator supports the Senior Operations Officer with financial operations, accounting administration, payroll support, billing, reporting, and related recordkeeping.

The role helps keep financial information accurate, timely, organized, and useful to leadership. It also includes limited HR documentation support, such as uploading approved employee records and maintaining personnel files. Because the position requires reliable and timely access to pick up mail, the successful candidate must live within approximately 20 minutes of the Lexington Avenue and Grand Avenue area in Saint Paul, Minnesota.

Essential responsibilities

Financial operations and accounting support

· Support accounts payable, accounts receivable, invoicing, payment tracking, expense monitoring, and bank deposits.

· Maintain accurate financial records, including invoices, receipts, payment confirmations, vendor records, and supporting schedules.

· Prepare weekly cash-flow reports, recurring financial summaries, budget support materials, and month-end documentation.

· Coordinate with external accountants, bookkeepers, tax professionals, banking contacts, vendors, and other financial partners as directed.

· Apply sound recordkeeping practices and a working knowledge of GAAP principles when organizing and presenting financial information.

· Identify overdue receivables, unusual expenses, budget variances, documentation gaps, and opportunities to improve financial workflows.

Payroll administration support

· Coordinate semi-monthly payroll processing in accordance with Company procedures and deadlines.

· Collect, review, and organize payroll information, including wage changes, reimbursements, deductions, time-off information, and approved adjustments.

· Verify payroll data, maintain supporting records, and assist with payroll-related reporting or documentation requests.

· Protect the confidentiality of employee compensation, banking, tax, and personnel information.

Limited HRIS and personnel documentation support

· Upload approved employee documentation into the Company’s HR information system or personnel-record platform.

· Maintain accurate, secure personnel files and track completed acknowledgments, payroll forms, tax forms, benefits documents, and training records.

· Assist with onboarding and offboarding document collection as directed.

· Refer employee-relations, benefits, recruiting, policy, and employment-law matters to the appropriate leadership representative.

Operational and executive support

· Provide financial and administrative support for recurring tasks and special projects.

· Prepare reports, trackers, spreadsheets, summaries, and supporting documentation for leadership review.

· Maintain accurate records for expenses, vendors, insurance, subscriptions, contracts, and recurring obligations.

· Communicate professionally with employees, vendors, customers, banking contacts, accountants, and other third parties.

· Escalate financial discrepancies, overdue receivables, missing documentation, unusual transactions, or compliance concerns.

Qualifications

Required Experience and Skills

· Minimum of five years of progressively responsible experience in bookkeeping, accounting administration, financial operations, office finance, or a comparable small-business financial support role.

· Hands-on experience with accounts payable, accounts receivable, invoicing, payment processing, expense tracking, reconciliations, payroll support, and financial recordkeeping.

· Strong working knowledge of QuickBooks (Bonus points if you are a QuickBooks Guru), Microsoft Excel, Outlook, Word, and cloud-based document-management systems.

· Experience preparing or supporting cash-flow reports, financial summaries, budget tracking, month-end reporting, filings, tax preparation, insurance reporting, or compliance requests.

· Familiarity with general accounting principles, documentation practices, reconciliations, and coordination with outside accountants, banks, vendors, or agencies.

· Exceptional attention to detail, organization, confidentiality, follow-through, deadline management, and proactive communication in a remote environment.

· Reliable transportation and ability to complete periodic mail pickup and bank-deposit responsibilities in the Saint Paul area.

Preferred qualifications

· Degree or certification in accounting, finance, bookkeeping, payroll, business administration, or a related field.

· Experience supporting professional services, consulting, construction, insurance, engineering, legal, property-related, or small-business operations.

· Experience with remote-workforce administration, secure document management, internal controls, data privacy, or document-retention practices.

Work environment and schedule

This primarily remote role requires a secure, reliable home-office environment and availability during agreed-upon business hours for time-sensitive financial, payroll, billing, and reporting work.

Compensation and benefits

Compensation is based on relevant accounting, bookkeeping, payroll, QuickBooks, and financial-operations experience.

Current offerings may include:

· Paid Time Off.

· Company-provided computer hardware, licensed software, necessary upgrades, and approved professional-development opportunities.

· FBS does not currently offer health insurance benefits.

Performance indicators

Performance will be evaluated based on accuracy, timeliness, organization, communication, confidentiality, and reliability in financial-administrative work.

Financial accuracy and timeliness

· Payroll, customer invoices, vendor payments, bank deposits, and financial reports are accurate and completed on schedule.

· Accounts receivable, overdue balances, expenses, cash-flow needs, and financial documentation are monitored and escalated appropriately.

· Month-end, quarterly, year-end, tax, insurance, and accountant-review materials are complete, organized, and readily available.

Budget and reporting support

· Budgeting data, financial summaries, and variance information are accurate, timely, and useful to leadership.

· Material variances, unusual expenses, overdue receivables, and cash-flow concerns are identified and communicated promptly.

Process and records management

· Financial, payroll, vendor, invoice, receipt, deposit, and supporting records are current, organized, secure, and easy to retrieve.

· Opportunities to improve efficiency, accuracy, internal controls, and documentation practices are identified and communicated.

Limited HRIS documentation support

· Approved employee documentation, acknowledgments, forms, and HRIS entries are accurate, secure, complete, and timely.

Company Description:
Forensic Building Science (FBS), an inspection firm specializing in analyzing causes of building failures, is looking for a well-organized and hard-working individual to inspect all types of structures affected by defective construction, natural disasters, fire, water loses and other failures. FBS mainly works on the Plaintiff side of cases.
Web Site: www.forensicbuildingscience.com