Bookings & Financial Admin Coordinator (job #2)

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: TYPE OF WORK

Full Time

: WAGE / SALARY

$4.50-$6.75/hour

: HOURS PER WEEK

40

: DATE UPDATED

Jun 2, 2026

JOB OVERVIEW

CRITICAL REQUIREMENT: UNCOMPROMISING DATA ACCURACY

This is a back-office role managing event contracts, payment schedules, and production timelines. A single typo or missed deadline can cause significant financial and operational errors. If you do not possess an extreme, borderline-obsessive eye for numbers and data integrity, please do not apply.

Job Title: Full-Time Bookings & Financial Admin Coordinator (Back-Office / US PST)
Type: Full-Time (40 hours per week)
Hours: US Pacific Business Hours (Graveyard shift in the Philippines)
Salary: $5.00 - $7.00 per hour (Paid weekly or monthly)
Reports to: Hospitality Director

Overview

-We are a premier, high-volume event and retreat venue in California's Sierra Foothills handling high-dollar contracts and bookings. We are hiring a methodical, highly organized, and self-managing Full-Time Virtual Assistant to support the financial and administrative side of our event operations.

-You will work entirely behind the scenes to keep contracts, payment logs, and system records accurate and current. While you will have no direct client interaction or financial decision-making authority, your work will directly fuel our on-site production team and must be executed with flawless precision. All output is reviewed internally by our Bookings Director.

What You Will Do

-Payment Tracking & Invoicing: Track deposit schedules and flag upcoming or missed payments against signed contracts. Maintain a rigorous payment tracking log and flag delinquent accounts to the Hospitality Director on a set cadence.
-CRM & Property System Management: Enter and update booking records across TripleSeat and ResNexus, including fees, charges, processing costs, applicable taxes, and payment statuses per contract templates.
-Production Scheduling: Review executed contracts to extract operational timelines and draft highly detailed "Run Of Show" documents used by our on-property event production team.
-Account Maintenance: Make consistent, uniform updates to client accounts, contracts, and events schedules as changes arise.
-Financial Reconciliation & Closeout: Assist with post-event financial reconciliations by compiling payment histories, documenting outstanding balances, and organizing damage assessment records. Manage strict contract closeout workflows across all internal systems.
-Document Organization: Maintain immaculate shared Google Drive folders, ensuring strict file-naming structures and document organization.

Requirements
-2+ years of experience in bookings coordination, administrative finance support, billing administration, or venue operations.
-High-Level Data Mastery: Proven ability to manage financial records, complex payment schedules, and legal contracts in an administrative capacity.
-Software Familiarity: Direct experience with CRM and property systems (TripleSeat and/or ResNexus experience is strongly preferred).
-Communication Skills: Excellent written English for clear, concise internal documentation and team alignment.
-Technical Infrastructure: A reliable high-speed internet connection (with a backup plan), a high-quality microphone/headset, and a quiet home office workspace for internal video syncs.
-Shift Availability: Must be fully available to work during US Pacific business hours (Graveyard shift in the Philippines).

How to Apply
-Please submit your application with a brief summary of your background handling contracts, invoicing, spreadsheets, or event booking systems.
?? Mandatory Instructions (Applications failing to include these will be automatically disqualified):
-Make the very first word of your application message "PRECISION" so we know you possess the attention to detail required to handle our contracts and financial logs.
-Include a link to a short (1-2 minute) Loom or Vocaroo or similar audio/video introduction sharing your professional experience with administrative support or data management so we can evaluate your communication style for internal tea ---------- etings.

SKILL REQUIREMENT

CRM Invoicing Virtual Assistant

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Bookings & Financial Admin Coordinator (job #2)

Please login or register as jobseeker to apply for this job.

TYPE OF WORK

WAGE / SALARY

HOURS PER WEEK

DATE UPDATED

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