About the Role
Beck & Stone is a brand consultancy with full-service agency capabilities. The firm’s reputation is built on connecting corporate, civic, religious, and educational institutions to the American people through culture, ideas, and experiences.
We are seeking a Project Coordinator, Accounts Receivable to fill an important role within the company.
The Project Coordinator, AR will be responsible for working with the agency's management team to ensure the smooth execution of various projects, including site launches, and advertising/marketing campaigns, etc. For this position, we expect you to manage and deliver our projects’ life cycles within quality, time, and budget requirements. The position will also oversee all billing and invoices, process and verify all receipts and rendered services, review account and payment histories, and ensure the accuracy of all processes involving the matter.
The role requires strong organization and communication skills as you will be interfacing with Beck & Stone management, clients, and teammates on video, in email, or in person, asking them detailed questions, listening attentively to them, and communicating requests with clarity and pointedness.
Duties and Responsibilities
The Project Coordinator, AR is responsible for the progress of active projects and management of invoicing, collections, and forecasting-related tasks.
Be aware of all active contracts' timeframes, start dates, and expirations.
Write weekly progress reports to update executive management on completed, outstanding, and upcoming project milestones.
Coordinate with senior management to ensure that milestone work is reviewed in a timely manner before it goes to clients.
Collaborate with the directors to assess workload and shift assignments as needed.
Conduct daily review of tasks across active accounts, keeping internal team members accountable for production to ensure deliverables are fulfilled and deadlines are met.
Accurately support revenue projections and cash flow projections.
Upload project invoicing documentation and submitting to the client as needed.
For time and materials billings: review time entries and reimbursable expenses, generates draft invoices and review invoice details with management as needed.
Meet deadlines for distribution of invoices to clients.
Follow-up with clients to ensure timely payments and collections.
Prepare support and requests for credit memos.
Recommend actions to resolve discrepancies.
Join sales calls to support the directors and management and prepare to coordinate the project.
Perform other duties as assigned.
Knowledge, Experience, and Skill Requirements
2+ years in a service-based company in an account/office management or finance role.
At least 1 year working in a remote or hybrid office setting in a software-based work environment.
Contemporary knowledge of the software relevant to your discipline with motivation to stay current. For example: Asana (project management), QuickBooks (accounting), Harvest (time tracking), Slack (internal communications), and Dropbox (file repository).
A general grasp of the services provided and deliverables produced by a creative agency.
Friendly and assertive. Communicative and concise.
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