Job Description

Job Description: Administrative & Financial Coordinator

Credentials Needed

Please follow this link and request access to find credentials needed for systems, the bill payment timing, the PPL vendors and other critical files

Detailed Process Flowchart & Timeline

A flowchart showing the monthly cycle of key administrative and financial tasks:

graph TD
    %% Daily Tasks
    A["Daily Tasks"] --> B["Update Cashflow Tracker"]
    A --> C["AR Collections"]
    A --> D["Office Maintenance"]
    A --> E["Mail Processing"]

    %% Weekly Tasks - Mondays
    F["Monday Tasks"] --> G["Pay Bills"]
    F --> H["Verify Royalty Fees"]

    %% Weekly Tasks - Thursdays
    I["Thursday Tasks"] --> J["Update Ninety.io"]

    %% Monthly Tasks
    K["Monthly Tasks"] --> L["Run Payroll<br/>(3 days before due)"]
    K --> M["Complete Monthly Financials<br/>(Week 1)"]
    K --> N["Update HR Files<br/>(Week 1)"]
    K --> O["Financial Recap<br/>(Thursday after 15th)"]

    %% Connect weekly to monthly flow
    F --> K
    I --> K

    %% Style nodes
    classDef daily fill:#e1f5fe,stroke:#01579b
    classDef weekly fill:#f3e5f5,stroke:#4a148c
    classDef monthly fill:#fff3e0,stroke:#e65100

    class A,B,C,D,E daily
    class F,G,H,I,J weekly
    class K,L,M,N,O monthly

This diagram shows the workflow and timing of administrative and financial coordination tasks, organized by daily, weekly, and monthly cadence. The color coding helps distinguish between different timing categories:

• Blue: Daily tasks
• Purple: Weekly tasks
• Orange: Monthly tasks

Process Pages

Update Cashflow Tracker

AR - Collections & Collecting Cash

Paying Bills

Verify Royalty Fees

Update Ninety.io