The Coaching Studio is an award-winning leadership development firm dedicated to helping leaders and organizations thrive. Through coaching programs, executive training, and workshops, we empower leaders to grow and succeed. We’re seeking a proactive and detail-oriented Administrative Coordinator to join our growing team, someone who is ready to bring structure, efficiency, and excellence to our internal operations across finance, administration, vendor relations, and contracts.
At The Coaching Studio, success means working collaboratively, delivering high-quality results, communicating openly, and continuously improving. We’re a small but dynamic team, and if you love problem-solving, bringing structure to processes, and making an impact, we’d love to meet you
As our team expands, we’re excited to welcome someone who not only brings strong financial skills but also thrives on ensuring smooth, well-organized internal operations. This role combines accounting support, administrative coordination, contract management, and IT/vendor oversight.
If you enjoy keeping things running behind the scenes, optimizing processes, and collaborating across teams and vendors, this role offers the opportunity to make a meaningful, visible impact.
Finance & Accounting
- Manage Accounts Payable & Receivable (AP/AR): Process invoices, track payments, and follow up on outstanding balances.
- Handle Client Invoicing & Collections: Ensure accurate billing and timely payments.
- Reconcile Accounts & Financial Records: Support month-end and year-end processes in collaboration with external bookkeepers.
- Liaise with Bookkeepers: Ensure compliance and timely financial reporting.
Office Administration
- Oversee Office Operations: Coordinate office supplies, scheduling, and facility needs .
- Support Internal Admin Systems: Maintain organized filing, onboarding checklists, and team documentation.
Vendor & IT Coordination
- Manage IT Vendor: Serve as primary liaison for external IT support, cloud tools, and operational platforms.
- Troubleshoot Basic IT Issues: Coordinate timely resolution of tech issues internally or through vendors.
- Track Licenses & Subscriptions: Ensure key software and service agreements are current and cost-effective.
Contract & Vendor Management
- Manage Vendor Contracts: Track, organize, and renew service contracts, ensuring compliance and service quality.
- Support Contract Drafting & Review: Assist leadership in preparing, reviewing, and maintaining client, contractor, and supplier agreements.
You’re someone who enjoys organizing financial information and making sure everything adds up. You thrive in a collaborative setting, take initiative, and are always looking for ways to make processes smoother. You might be the right fit if you have:
- 2-4 years of experience in administration, finance, operations coordination, or contract/vendor management.
- Highly organized with excellent attention to detail and time management.
- Proficient in tools like Xero, QuickBooks, Google Workspace, Excel, and contract/document tracking tools.
- Strong written and verbal communication skills, especially in coordinating across functions.
- Able to take initiative and work independently while supporting a collaborative team.
- Experience supporting contracts and agreements in a small business or consulting environment.
- Familiarity with cloud-based platforms for accounting, IT, and contract management.
- Extra bonus points for strong proofreading skill.
- A collaborative, supportive team that values leadership and professional growth.
- The opportunity to play a key role in shaping our operations.
- Competitive salary and benefits package.
(Our Values in Action)
- We are with and for: Standing beside and behind our teammates and clients, offering support and celebrating wins.
- We create results: Designing meaningful experiences that deliver lasting impact.
- We lean into challenges: Creating safe-to-fail spaces while holding high standards.
- We are open experts: Sharing knowledge generously while always learning.
- We keep it real: Practicing authenticity, honesty, and transparency.
- We learn through play: Infusing energy, creativity, and joy into our work.
Reports to: Vice President, Operations
