Finance Operations Coordinator

Position Summary

Echelon is seeking an organized, detail-oriented Finance Operations Coordinator to carry out day-to-day accounting, billing, payment, and financial operations of the Corporate Finance department.

This position combines accounting and finance support with hands-on financial operations in a transaction-intensive payments environment. The Finance Operations Coordinator will perform accounts payable and vendor management, customer billing, sales agent payments, accounts receivable and collections, merchant account maintenance, transaction and account research, reconciliations, financial reporting, and monthly close activities.

The role works closely with Finance, Operations, Risk, Compliance, Sales, Technical Support, customers, vendors, and other business partners to maintain accurate financial and merchant records, resolve discrepancies, and ensure recurring financial processes are completed accurately and on time.

The successful candidate will be comfortable working with financial data, communicating directly with customers and vendors, investigating discrepancies, coordinating across multiple departments, and managing multiple recurring processes and deadlines.

Key Responsibilities

Accounting & Financial Operations

• Execute day-to-day accounting and financial operations of the Corporate Finance department.
• Perform monthly accounting and financial close tasks, including account reconciliations, supporting schedules, research, and documentation.
• Reconcile billing, customer payments, vendor payments, merchant activity, sales agent payments, and other financial information and investigate identified differences.
• Prepare recurring Excel schedules, analyses, reconciliations, and financial reports.
• Maintain complete and organized supporting documentation for financial transactions, vendor invoices, account adjustments, billing, payments, and other finance activities.
• Research accounting and transaction discrepancies and drive their resolution.
• Prepare ad hoc financial analyses and reports and execute special project tasks for Finance management.
• Verify the accuracy, completeness, and integrity of financial and operational information used by the Corporate Finance department.

Accounts Payable & Vendor Management

• Review and process invoices, prepare vendor payments for approval, and maintain accurate accounts payable records.
• Review vendor invoices for accuracy, appropriate supporting documentation, and consistency with applicable purchase arrangements or services received.
• Complete vendor onboarding tasks and maintain accurate vendor information and documentation.
• Work directly with vendors and internal stakeholders to investigate and resolve invoice, payment, or account discrepancies.
• Maintain organized vendor records and supporting documentation.
• Track outstanding vendor invoices and payment status.
• Address vendor inquiries regarding invoices, payments, billing matters, and account issues.
• Prepare vendor-related analyses and reports and execute vendor management tasks for Finance management.
• Identify and escalate unusual vendor charges, duplicate invoices, discrepancies, or other exceptions requiring additional review.

Billing, Accounts Receivable & Collections

• Prepare and execute weekly and monthly customer billing processes, ensuring completeness, accuracy, and timely processing.
• Perform accounts receivable tasks, pursue customer collections, follow up on payments, and track collection vendor activity.
• Research and resolve billing discrepancies, customer payment differences, transaction disputes, and account-level financial issues.
• Maintain accurate records of billing changes, adjustments, customer payments, collections activity, and related account matters.
• Communicate directly with customers and internal stakeholders to address outstanding balances, payment questions, and billing inquiries.
• Reconcile customer billing, collections, payments received, and underlying merchant activity.
• Maintain appropriate documentation supporting billing, receivable, and collection activity.
• Escalate material or recurring billing and collection issues to Finance management.

Sales Agent & Partner Payments

• Calculate, review, and prepare weekly and monthly payments to sales agents and other distribution partners.
• Research discrepancies or questions involving agent payments and underlying transaction activity.
• Maintainappropriate documentation supporting payments, adjustments, and related calculations.
• Reconcile agent payments to underlying financial and merchant activity.
• Respond to appropriate internal and external questions regarding agent payment calculations and adjustments.
• Identify and escalate unusual payment activity or discrepancies requiring additional review.

Merchant Account Maintenance

• Perform daily merchant account maintenance, including bank account changes, fee changes, and other financial or account updates.
• Review account maintenance requests and supporting documentation for accuracy and completeness before processing.
• Maintain accurate records of merchant account changes and related supporting documentation.
• Work directly with appropriate internal departments to resolve merchant account exceptions or discrepancies.
• Maintain merchant and financial information so it remains accurate and consistent across applicable systems.
• Follow established authorization, documentation, and escalation requirements for sensitive account changes.

Customer & Merchant Support

• Provide timely, accurate, and professional support to customers by phone, email, live chat, and other approved communication channels.
• Guide customers through the resolution of transaction disputes, billing questions, account discrepancies, and related financial matters.
• Research customer inquiries and engage appropriate internal teams when resolution requires additional expertise.
• Educate customers on applicable payment system functionality, billing processes, account procedures, and best practices.
• Maintain complete and accurate records of customer interactions, open items, follow-ups, and final resolutions.
• Communicate clearly and professionally regarding the status and resolution of outstanding financial or account issues.
• Escalate complex or sensitive matters appropriately when additional expertise or authority is required.

Cross-Functional Support

• Work closely with Finance, Operations, Risk, Compliance, and Technical Support to investigate and resolve issues requiring cross-functional assistance.
• Escalate complex financial, operational, technology, risk, or compliance matters to the appropriate internal team.
• Work directly with internal stakeholders to resolve exceptions and ensure transactions, payments, and account changes are properly processed.
• Provide financial and operational information to internal stakeholders as appropriate.
• Execute assigned tasks for cross-functional projects and initiatives under Finance management’s direction.
• Serve as a responsive point of coordination between Corporate Finance and other departments for assigned financial and operational matters.

Process Improvement & Special Projects

• Participate in value-added initiatives and process improvements designed to increase the accuracy, efficiency, scalability, and effectiveness of Corporate Finance operations.
• Identify opportunities to improve accounts payable, vendor management, billing, collections, reconciliations, account maintenance, agent payments, financial reporting, and other recurring finance processes.
• Document accounting and finance processes, internal controls, procedures, and recurring workflows.
• Execute assigned tasks for financial system, reporting, and automation initiatives as the Corporate Finance function continues to grow and scale.
• Proactively identify recurring issues, exceptions, unnecessary manual processes, and other opportunities for improvement.
• Test and implement improvements to finance processes, systems, reports, and controls.
• Participate in other Corporate Finance initiatives and special projects as assigned.

Required

• Bachelor's degree in Accounting, Finance, Business Administration, or a related field preferred, or equivalent relevant professional experience.
• One to three years of relevant experience in accounting, finance operations, accounts payable, accounts receivable, billing, bookkeeping, financial support, merchant operations, or a related position preferred.
• Strong proficiency in Microsoft Excel and the ability to work efficiently with financial and operational data.
• Strong numerical aptitude and exceptional attention to detail.
• Strong written and verbal communication skills.
• Excellent interpersonal skills and ability to work effectively with customers, vendors, and internal stakeholders.
• Strong organizational and time-management skills.
• Ability to manage multiple recurring responsibilities, projects, and deadlines simultaneously.
• Ability to research financial and account discrepancies, identify underlying issues, and follow matters through resolution.
• Self-motivated with the ability to work independently while collaborating effectively as part of a team.
• Strong problem-solving skills and willingness to take ownership of open issues.
• Sound judgment and discretion when handling confidential customer, banking, vendor, merchant, and financial information.