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Open Positions

Administrative and Financial Coordinator

  • Full-Time
  • Florence, KY
Position Summary

ZHCx intends to employ a full-time Administrative and Financial Coordinator responsible for providing financial coordination and general administrative support for the business and its projects, under the direction of the Commissioning Authorities and Director of Business Operations. Pay is commensurate with experience.

Essential Responsibilities and Duties


  • Manage invoicing through Smartsheet, ensuring accuracy and timely follow-ups.

  • Update and track accounts payable.

  • Collaborate with the accountant on financial reports and mileage checks.

  • Handle miscellaneous payments, paperwork, and bank account balancing.


Financial Planning:

  • Assist in retirement plan tasks, including statements, audits, and yearly preparations.

  • Handle quarterly and yearly tax preparations, payments, and city/local taxes.


Insurance Management:

  • Maintain premium due date records and negotiate with insurance providers.

  • Manage Certificates of Insurance, ensuring timely renewals.


Reporting and Documentation:

  • Complete Payroll True-Up Report and government reporting.

  • Provide calculations and records for Payroll Partners.

  • Support project-related tasks and maintain Smartsheet data.


Office and Business Support:

  • Answer phones, maintain office upkeep, coordinate and order supplies.

  • Track potential projects and assist in maintaining business-related materials.

  • Contribute to social media content and conference/expo materials.


Qualifications and Training Required
  • A degree in accounting, finance, or a related field would be beneficial.

  • Proven experience in bookkeeping, financial coordination, and office management.

  • Proficiency in using accounting software such as QuickBooks.

  • Familiarity with Smartsheet or similar project management tools.

  • Advanced knowledge of Microsoft Office Suite, particularly Excel.

  • Understanding of accounting principles and financial reporting.

  • Experience in managing accounts receivable and accounts payable.

  • Ability to articulate financial information clearly.

  • Strong written and verbal communication skills for interacting with clients, vendors, and team members.

  • Excellent organizational skills to manage various tasks efficiently.

  • Attention to detail in handling financial records and documentation.

  • Ability to collaborate with accountants, insurance agents, and other team members.

  • Capability to investigate discrepancies, address past-due accounts, and resolve financial issues.

  • Effective time management skills to handle multiple responsibilities, including quarterly and yearly tasks.

  • Flexibility to adapt to changes in procedures and tasks.

  • Capability to assist with project-related tasks and maintain data in Smartsheet.

  • Ability to obtain Notary Public certification for notarizing documents.

  • Understanding of business operations and the ability to contribute to business-related tasks.

  • Willingness to stay updated on relevant industry practices, software, and tools.



Commensurate with experience

  • 401(k) Plan

  • Paid Vacation, personal days, and holidays

  • Bonus program

  • Cell phone reimbursement

  • Continued professional education reimbursement

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