Administrative & Accounting Coordinator

Job Title: Administrative & Accounting Coordinator

Location: Southern California

Employment Type: Full-Time

Salary: $70,000/annual

About Waste Not Consulting

Waste Not Consulting is a sustainability-focused waste management and brokerage firm that helps organizations reduce landfill waste through strategic diversion programs, waste audits, reporting, education, and brokerage services. As a Certified B Corporation, 1% for the Planet member, Certified California Green Business, and Business for Good, we are committed to creating measurable environmental impact through innovative and collaborative solutions.

The Administrative & Accounting Coordinator supports both the administrative and financial functions of the company. This role manages accounts receivable and payable, processes invoices and payments, assists with reporting, and maintains accurate financial records. In addition, the coordinator provides general administrative support, including client onboarding, document preparation, vendor communication, and office organization.

This position is ideal for a detail-oriented, organized professional who enjoys balancing accounting responsibilities with administrative tasks, thrives in a collaborative small-team environment, and is motivated by Waste Not Consulting’s mission to advance zero waste practices.

Responsibilities to include, but not limited to:

• Manage accounts receivable and payable (AP/AR), including invoice reconciliation and payment processing.
• Track client billing, deposits, and vendor payments while maintaining accurate financial records.
• Review and verify client and vendor payment reports and ACH/credit card transactions.
• Support monthly executive financial reporting and annual client budget management.
• Coordinate the issuance of Certificates of Insurance (COIs) and ensure all required documentation is provided.
• Assist with the client onboarding/offboarding processes, including client introductory communications, setup in accounting and CRM systems.
• Prepare, revise, and edit business documents such as annual reports, letter of authorizations (LOAs), budget proposals, rate adjustment letters, hauler coordination letters, and related operational correspondence.
• Answer phones, direct callers to the proper department, and take detailed messages.
• Mail Management:
• Incoming: Open, sort, scan, and distribute.
• Outgoing: Prepare and mail checks, invoices, and correspondence.
• Maintain and organize digital filing systems according to office protocols.
• Communicate with vendors and haulers to ensure timely service and accurate billing.
• Provide general administrative support to the team and assist with special projects as needed.

Capabilities and Qualifications:

• College education is preferred; coursework in accounting and business is a plus.
• Minimum of 4+ years of progressive experience in administrative support and accounting functions.
• Proficient in Xero accounting software or similar software, with hands-on experience in invoicing, accounts receivable/payable, financial reporting, and general bookkeeping functions.
• Proficient in Microsoft Office Suite and Google Workspace.
• Quick learner with the ability to reference resources effectively and grasp new concepts with ease.
• Strong communication and customer service skills.
• Operate with general instruction and moderate supervision while maintaining a high level of organization and attention to detail.
• Excellent organizational skills with the ability to manage multiple projects and meet varying deadlines.

Benefits & Perks

• 100% company-paid medical, dental, and vision insurance
• CalSavers Retirement Program option with company match
• $50/month pre-tax cell phone stipend
• 14 days of Personal Time Off (PTO) annually
• 7 days of paid sick leave annually
• 9 paid holidays
• Work-from-home Fridays
• Partially paid maternity/paternity leave
• Paid professional development opportunities, including role-specific certifications, online courses, conferences, workshops, and networking events
• Fun activities such as birthday lunches, celebrations, holiday dinners, and volunteer events.

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Waste Not Consulting is committed to being an Equal Opportunity Employer, valuing diverse perspectives and life experiences. Waste Not prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state/provincial, or local laws. Waste Not Consulting will accommodate the disability-related needs of applicants as required by law.