We're Hiring! Administrative & Accounting Coordinator

The Administrative & Accounting Coordinator supports both the operational and financial functions of the company. This role manages accounts receivable and payable, processes invoices and payments, assists with payroll and reporting, and maintains accurate financial records. In addition, the coordinator provides general administrative support, including client onboarding, document preparation, vendor communication, office organization, and event coordination.

This position is ideal for a detail-oriented, organized professional who enjoys balancing accounting responsibilities with administrative tasks, thrives in a collaborative small-team environment, and is motivated by Waste Not Consulting’s mission to advance zero waste practices.

Responsibilities to include, but not limited to:

• Accounting: Manage accounts receivable and payable, reconcile invoices, process payments, and maintain accurate financial records.
• Prepare and track client billing, deposits, and vendor payments.
• Review and verify expense reports, receipts, and credit card transactions.
• Assist with monthly financial reporting and budget tracking.
• Support payroll preparation and ensure timely submission of timesheets and related documentation.
• Order and electronically file Certificates of Insurance (COIs) and other required documentation.
• Assist with the client onboarding process, including setup in accounting and CRM systems.
• Create, edit, and format business documents, proposals, and correspondence.
• Answer phones, direct callers to the proper department, and take detailed messages.
• Mail Management:
  • Incoming: Open, sort, scan, and distribute.
  • Outgoing: Prepare and mail checks, invoices, and correspondence.
• Maintain and organize digital and physical filing systems according to office protocols.
• Communicate with vendors and haulers to ensure timely service and accurate billing.
• Order marketing materials, recycling program items, office supplies, and other operational needs.
• Update and maintain office policies, procedures, and administrative systems.
• Assist with planning and coordinating office events, including client meetings, office lunches, and presentations.
• Provide general administrative support to the team and assist with special projects as needed.
• Operate with general instruction and moderate supervision while maintaining a high level of organization and attention to detail.

What We’re Looking For:

• You’re energized by the opportunity to help grow a business and take projects from concept to completion.
• You have a keen eye for detail and take pride in managing administrative processes accurately and efficiently.
• You value feedback from clients and vendors and use it to strengthen relationships and improve performance.
• You enjoy identifying ways to enhance both your own workflow and team-wide systems and processes.
• You’re motivated by every stage of client engagement—from initial outreach and onboarding to ongoing service and support.
• You’re passionate about advancing our mission toward a zero waste future.
• You thrive as an independent contributor while fostering collaboration and cohesion within a small, dedicated team.

Capabilities and Qualifications:

• College education preferred; coursework in Environmental Studies or Sustainability is a plus.
• Minimum of 3 years of experience in administrative, accounting, or customer service roles.
• Proficient in Microsoft Office Suite with a solid understanding of standard business processes and requirements.
• Quick learner with the ability to reference resources effectively and grasp new concepts with ease.
• Strong communication and customer service skills.
• Self-motivated and able to work independently with minimal supervision.
• Excellent organizational skills with the ability to manage multiple projects and meet varying deadlines.

Benefits:

• 14 days of paid time off (PTO) annually
• 7 days of paid sick leave per year
• 12 paid holidays
• Work-from-home Fridays
• 100% company-paid medical, dental and vision insurance
• Partially paid parental leave:
  • Primary caregivers: Up to 16 weeks of paid leave
  • Secondary caregivers: Up to 12 weeks of paid leave
  • Flexible return-to-work options available
• Paid professional development opportunities, including role-specific certifications, online courses, conferences, workshops, and networking events
• Collaborative, mission-driven team culture
• Team-building activities such as birthday lunches, celebrations, holiday dinners, and volunteer events

Equal Opportunity Employment Statement

Waste Not Consulting provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state/provincial, or local laws. Waste Not Consulting will accommodate the disability-related needs of applicants as required by law.