Account Operations Specialist (Administrative Support Focus) 25-40 hours a week
General Purpose: Are you an organizational powerhouse who thrives on keeping teams running seamlessly? We are seeking an Account Operations Specialist to become a vital part of our team-someone who loves diving into details, excels with spreadsheets, and takes pride in facilitating smooth administrative workflows to support others.
What You'll Do As an Account Operations Specialist, you will serve as the backbone of our project teams. Your role will involve setting up and maintaining projects in our internal system (Kantata), tracking team hours, and ensuring everything is accurate and up to date. You will prepare and edit invoices, review hours and expense reports, manage submission portals, and coordinate with both accounting and clients for seamless payment processes. Additionally, you will support procurement needs for client events and manage various administrative tasks including staff documentation, processing rate changes, managing internal reports, and maintaining organized project data. Your attention to detail and proactive approach will streamline our processes and enhance overall efficiency.
Who You Are You are a detail-oriented administrative wizard who excels in a dynamic and structured environment. Organization is your superpower and you thrive on completing tasks efficiently. You are comfortable using various systems, eager to learn new tools, and your communication style is clear and collaborative, making you an asset across different teams in the organization. You are proactive, adaptable, and always looking for ways to enhance operations. Ideally, you have experience supporting operations or administrative functions in a professional services or agency setting, where you have become a reliable go-to person who keeps everything on track.
Key Responsibilities Monthly Invoice Preparation - Assist with preparing and submitting accurate client invoices monthly, tracking payments, and coordinating with the accounting team.
- Work with Project Leads to ensure all billable items are accounted for accurately.
- Monitor account budgets and expenses, reporting discrepancies or potential overages prior to drafting invoices.
- Conduct monthly reviews of time and expenses for all active projects ensuring accuracy, including correct rates, roles, task entries, and descriptions. Verify that all time and expenses are reviewed and approved in Kantata.
- Ensure all ODCs are uploaded and accurately reflected.
Invoice Payment - Liaise with clients and their accounting departments ensuring timely payments and resolving any invoicing discrepancies.
- Support the Agency accounting team with follow-ups on unpaid invoices.
Administrative Support in Kantata (our billing system) - Manage internal documentation, data entry, updates, and correspondence.
- Set up projects including tasks, rates, roles, budgets, and permissions.
- Close and archive projects as needed.
- Edit time entries in Kantata.
- Enter timesheets for select team members.
- Send weekly reminders for individual timesheet approvals.
Reporting & Data Management - Generate reports on project status, budgets, and team workloads to aid decision-making about team allocations.
- Become proficient in monitoring data, budgets, and team capacity in Kantata.
Process & Workflow Optimization Assist in streamlining internal processes to enhance efficiency in invoicing, task management, and team coordination.
Account Support on all Projects - Understand and navigate contract terms.
- Manage invoice portals (Solis, CAPs, etc.).
- Complete CMD Forms.
- Prepare monthly client timesheets/reports for various clients.
- Handle staff additions and event support including supply purchases, equipment, and gift cards.
- Manage iStock purchases.
- Take on special projects and tasks as needed.
Education and Experience - Bachelor's degree in Business Administration, Finance, Marketing, Communications, or a related field (or equivalent experience).
- 3+ years of experience in an administrative, project coordination, operations, or finance role within a professional services environment.
- Experience in professional services, marketing/communications agency, or consulting firm in an administrative or project coordination capacity.
- Strong organizational and multitasking abilities, with a knack for managing multiple deadlines effectively.
- Proficiency in financial administration including invoicing, budget tracking, and expense reporting.
- Excellent communication and collaboration skills in a remote environment as this role interacts with internal teams and clients.
- Proactive problem solver capable of anticipating needs and enhancing operational processes.
- Proficiency in relevant software such as Microsoft Office (Excel, Word, Outlook), project management tools (Asana, ), and financial platforms (QuickBooks, Kantata, or similar).
D&A Communications is an equity-first communications agency that has been creating meaningful and lasting social change for over 25 years. We are dedicated to bridging the needs of diverse communities with our clients' goals through integrated communications, authentic engagement, and public participation programs that foster real-world transformation. Our mission is to build human connections and empower all people to create transformative change that uplifts our communities for a more just and equitable society.
About Our Culture: We value your ideas and input. As an equity-first agency, your voice and lived experience significantly impact both our internal team and the communities we serve. We prioritize work/life balance and continually evolve to meet the ever-changing needs of our employees and community. We believe in facilitating an environment where team members can freely voice and actively contribute their diverse perspectives. Recognizing employees for their efforts and respecting each individual is paramount to us. Collaboration is at the core of our work ethos, guided by our values:
Grit - We get things done.
Courage - We are brave and daring.
Intentionality - We are committed to meaningful work and creating impact.
Fluency - We stay on the cutting edge of our field.
Resilience - We respond and recover with optimism and conviction.
Creativity - We embrace bold, future-focused ideas.
We foster a hardworking, passionate, creative, and collaborative culture. D&A also offers a dynamic working environment with full-time positions that have minimal travel requirements, along with optional remote flexibility. Eligible employees enjoy a comprehensive benefits package and competitive compensation, including medical, dental, and health benefits, LTD, STD, ADD/Life insurance, paid vacation and sick time, holidays, a 401(k) plan matched by D&A, a professional development stipend, and a monthly phone/internet reimbursement. We firmly believe in investing in our employees, supporting their health, well-being, future retirement, and professional advancements.