Finance and Compliance Coordinator

We are a group of family-owned companies operating in the United States and the U.S. Virgin Islands. Our diverse business activities include legal practice and various other ventures. We are seeking a highly organized, proactive, and responsible Finance and Compliance Coordinator to join our team remotely from the Philippines.

Job Summary:

The Finance and Compliance Coordinator will be responsible for organizing and maintaining a comprehensive master calendar of all compliance-related deadlines, including taxes, licenses, insurance renewals, continuing legal education (CLE) requirements, and other critical dates for multiple companies and professional activities. The ideal candidate will have deep expertise in QuickBooks Online (QBO), Excel, and Google Sheets, along with strong organizational, problem-solving, and communication skills. You will utilize various tools like Slack, ShareFile, and Google Drive to ensure efficient communication and secure document management. This role requires high agency, personal ownership, and responsibility, with an emphasis on proactive communication and dependability.

Key Responsibilities:

Master Calendar Management:

• Develop and maintain a comprehensive master calendar tracking all compliance deadlines for taxes, licenses, insurance renewals, CLE requirements, and other obligations.
• Set up and manage calendar and scheduling software (e.g., Google Calendar, Microsoft Outlook) to keep track of important dates and send timely reminders.
• Proactively communicate upcoming deadlines and requirements to stakeholders.

Financial Management:

• Manage and organize financial records using QuickBooks Online (QBO), ensuring accuracy and compliance with general accounting principles.
• Input data and set up automatic data integrations with credit cards, bank accounts, and other financial platforms.
• Create and optimize workflows for efficient financial data management.

Document Management and Security:

• Implement and manage document management systems such as ShareFile and Google Drive to securely organize and store important documents.
• Follow best practices for data and platform security to protect sensitive financial and personal information.
• Ensure easy retrieval and proper version control of documents.

Communication and Collaboration:

• Use communication tools like Slack and email platforms to facilitate efficient communication among team members and stakeholders.
• Set up Google Sheets and other collaborative tools for sharing updates and tracking progress.
• Work closely with accountants, legal professionals, and other stakeholders to gather necessary information and documentation.
• Proactively communicate about your work, keeping team members informed without waiting to be asked.

Compliance Research and Application:

• Research and understand applicable regulations and compliance requirements relevant to our businesses in the U.S. and U.S. Virgin Islands.
• Apply general knowledge of financial regulations and compliance standards to organize and manage compliance tasks effectively.
• Leverage experience with tracking compliance with other regulations to apply best practices by analogy.
• Think critically about compliance issues and develop solutions that meet our specific needs.

Project Management and Problem-Solving:

• Use project management tools to prioritize tasks, manage deadlines, and coordinate with team members.
• Identify opportunities to streamline compliance processes and implement improvements.
• Demonstrate strong problem-solving skills to address challenges proactively.

High Agency and Ownership:

• Take personal ownership and responsibility for your work.
• Thrive as a highly dependable and responsible team member.
• Understand the importance of your role and consistently deliver high-quality results.

Requirements

Education:

• Bachelor's degree in Finance, Accounting, Business Administration, or a related field.

Experience:

• Minimum of 3 years of experience in finance, accounting, or compliance roles.
• Deep knowledge and certification in QuickBooks Online (QBO).
• Specific experience with tracking compliance with regulations, and the ability to apply this experience to new regulatory environments.

Technical Skills:

• Advanced proficiency in Microsoft Excel and Google Sheets, including complex formulas, pivot tables, macros, and data analysis.
• Experience in inputting data and setting up automatic data integrations in QBO.
• Proficiency in using document management systems like ShareFile and Google Drive.
• Proficiency in communication tools such as Slack and email platforms.
• Ability to set up and use Google Sheets as communication and collaboration tools.
• Familiarity with calendar and scheduling software (e.g., Google Calendar, Microsoft Outlook).
• Understanding of cybersecurity best practices and data protection.

Organizational and Communication Skills:

• Highly organized with excellent time-management skills.
• Proactive in communication about your work and progress.
• Strong attention to detail and accuracy.
• Excellent verbal and written communication skills in English.
• Ability to communicate complex information clearly and concisely.
• Ability to think about and communicate what different stakeholders need to know.

Problem-Solving and Analytical Skills:

• Strong analytical and critical thinking abilities.
• Resourcefulness in finding information and solutions to compliance-related challenges.
• Experience working with and gathering information from accountants and legal professionals.

Personal Attributes:

• High agency with a strong sense of personal ownership and responsibility.
• Dependable and responsible team member who thrives in a position of importance.
• Proactive and self-motivated, not waiting to be asked what you are working on.
• Commitment to maintaining confidentiality and integrity in all tasks.