Finance Coordinator at Dallas Convention & Visitors Bureau

Dallas, Texas, United States -

Full Time

Start Date

Immediate

Expiry Date

19 May, 26

Salary

0.0

Posted On

18 Feb, 26

Experience

0 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Communication, Interpersonal Skills, Professional Maturity, Critical Thinking, Organizational Skills, Problem-Solving, Judgment, Confidentiality, Coordination, Time Management, Adaptability, Teamwork, Accountability, Growth Mindset, Microsoft Office 365 Suite

Industry

Travel Arrangements

Description

Title: Finance Coordinator Classification: Full-time, non-exempt Department: Finance Reports To: Chief Financial Officer ABOUT VISIT DALLAS: At Visit Dallas, we do things bigger, bolder and with just the right amount of swagger. We believe that our powerful can-do energy and warm hospitality set us apart, while empowering others to be their best, boldest and most fearless selves. Our team is made up of dedicated, dynamic professionals who collectively commit to living out our Brand, Vision, Mission and Values. Our Brand Dallas is more than a city, it’s a state of mind – a maverick, can-do spirit expressed through a thriving arts scene, iconic sports culture, creative culinary influence and warm hospitality. Our Vision To elevate Dallas as a welcoming, must-visit destination. Our Mission To promote Dallas globally to benefit our community and visitors. We Value Trust, Respect, Accountability, Community, and Empowerment. Commitment to Our Culture Visit Dallas is committed to fostering a culture that values trust, respect, accountability, community and empowerment. We will demonstrate leadership that promotes inclusion and equal employment opportunities, and provide a work environment that is safe, healthy, harmonious, positive, professional and productive. This includes promoting collaboration where all team members are encouraged to participate and contribute to the achievement of our goals in service of our customers and community. We are committed to ensuring that our team members feel welcome and have an equal opportunity to connect, belong, and grow within the Visit Dallas Team. We encourage team members to make a positive contribution to the organization, our community and the hospitality industry, to elevate their skills and to be comfortable and confident as their authentic selves within the framework of professional guidelines that we have established as a team. POSITION SUMMARY: The Finance Coordinator provides administrative support to the Finance team, including coordination of certain finance, accounting and compliance processes and procedures. The person in this role will ensure efficient workflows, maintain compliance standards, and provide clear and appropriate communications throughout all functions. ROLE AND RESPONSIBILITIES OVERVIEW: * Maintain the Finance department’s monthly reminder calendar of appointments and emails * Respond to and distribute emails received in the Finance team’s Outlook inboxes * Maintain proxy approvers in accounts payable systems * Serve as the primary point of contact with third party partner for administrative tasks * Coordinate internal and external meetings logistics and communications * Coordinate workflow, completeness, and accuracy of accounts receivable invoice requests * Coordinate accounts receivable collection communications * Maintain the Receipt Log * Coordinate timeliness, completeness, and accuracy of the vendor onboarding process * Establish new project codes and maintain workbooks for additions and deletions * Submit automatic credit card payment support and invoices to the third-party accounting firm * Coordinate auxiliary event activity tasks * Coordinate in-kind updates * Process and submit departmental invoices * Assist with contract workflow and file organization within applications and systems * Maintain third-party certificate of insurance process, including tracking * Assist with the operation of the Dallas Tourism Public Improvement District’s Board of Directors meetings, website and documents * Gather and submit supporting documents in the accounts payable systems associated with the Hotel Marketing Incentive Program * Track and record ACH and check payments in the ERP system. ADDITIONAL RESPONSIBILITES: * Assist with office relocation planning and logistics * Support special projects as needed * Foster positive relationships with vendors, supplies and other stakeholders * Contribute to the organization’s safe, healthy, harmonious, positive, professional and productive work environment and culture * Other tasks as assigned EXPECTED COMPETENCIES, PERFORMANCE ATTRIBUTES AND CHARACTERISTICS: * Superior communication and interpersonal skills with all levels of management * High level of professional maturity * Critical thinker with strong organizational and problem-solving skills * Ability to exercise good judgment and work independently with minimal supervision * Ability to recognize and appropriately treat confidential information * Works well with multiple teams and diverse personalities. * Efficient in coordinating multiple projects and tasks simultaneously, often under tight deadlines. * Ability to pivot priorities based on real-time feedback or changing needs with patience and poise. * Team player mentality, demonstrating dependability and accountability * Enthusiastic and eager to learn, with a growth mindset toward acquiring new skills. DESIRED EDUCATION AND EXPERIENCE: * College degree * Minimum 1 year in an administrative role * Experience and proficiency working with Microsoft Office 365 Suite of products WORK ENVIRONMENT AND PHYSICAL DEMANDS: The person in this role will operate in an office environment with frequent and consistent use of a laptop computer, monitor, keyboard, mouse, cell phone and other related equipment. It is mostly a sedentary role with extended working time sitting. EXPECTED HOURS OF WORK: This is a full-time position with an expectation of 40 hours of work each week. The regular office hours are Monday through Friday, 8:30am to 5pm. Evening and weekend work and participation in events that occur outside of the regular office hours are not expected. Visit Dallas offers an optional hybrid work schedule where most team members may work from home on Tuesdays and Wednesdays. EXPECTED TRAVEL: The person in this role will not be expected to travel.

Responsibilities

The Finance Coordinator provides administrative support to the Finance team, coordinating finance, accounting, and compliance processes to ensure efficient workflows and maintain compliance standards. Key duties involve managing calendars, handling correspondence, maintaining system data like proxy approvers and project codes, and coordinating accounts receivable and vendor onboarding processes.