Account Operations Coordinator
Location: San Francisco, CA/Hybrid
What You Will Be Doing: Creating a More Just and Equitable Society
As an Account Operations Coordinator, you’ll be the administrative backbone of our project teams—setting up and maintaining projects in our internal system (Kantata), tracking team hours, and ensuring everything is accurate and up to date. You’ll prepare and edit invoices, review hours and expense reports, manage submission portals, and coordinate with both accounting and clients to ensure smooth payment processes. You’ll also support procurement needs for client events and assist with a range of administrative tasks like staff addition documentation, processing rate changes, managing internal reports, and keeping project data organized. Your attention to detail and ability to anticipate needs will help streamline processes and keep everything running efficiently behind the scenes.
Who You Are
You’re a detail-driven admin wizard who thrives in a fast-paced, structured environment. Organization is your superpower, and you love checking things off a list. You’re comfortable navigating systems and eager to learn new tools, and your communication style is clear and collaborative—perfect for working with different teams across the organization. You’re proactive, adaptable, and always looking for ways to improve how things are done. Ideally, you’ve supported operations or admin functions in a professional services or agency setting and enjoy being the reliable go-to person who keeps everything on track.
Key Responsibilities
Monthly Invoice Preparation
- Assist with the monthly preparation and submission of accurate client invoices, tracking payments and packages, and coordinating with the accounting team.
- Work with Project Leads to ensure all billable items are accounted for and accurate.
- Monitor budgets and expenses for each account and report discrepancies or potential overages before drafting invoices.
- Conduct a monthly review of time and expenses for all active projects to ensure accuracy, including correct rates, roles, task entries, and descriptions. Verify that all time and expenses are reviewed and approved in Kantata.
- Ensure all ODCs are uploaded and accurately reflected.
Invoice payment
- Liaise with the client/client’s accounting department to ensure timely payment and/or any discrepancies with invoice updates.
- Support the Agency accounting team with follow-up regarding unpaid invoices.
Administrative Support in Kantata (our billing system)
- Manage internal documentation, updates, and correspondence.
- Setting up projects (tasks, rates, roles, budgets, permissions, etc)
- Closing and archiving projects.
- Moving and editing time in Kantata.
- Timesheet entry for select team members.
- Weekly individual timesheet approval reminders.
Reporting & Data Management
- Generates reports on project status, budgets, and team workloads to support decision-making around team allocations.
- Become efficient with monitoring data, budgets and team capacity in Kantata.
Process & Workflow Optimization
- Assist in streamlining internal processes, improving efficiency in invoicing, task management, and team coordination.
Account Support on all Projects
- Understand and navigate all contract terms.
- Invoice Portals (Solis, CAPs, etc)
- CMD Forms.
- Monthly client timesheets/reports for several clients
- Staff additions.
- Event support-supply purchases, equipment, gift cards, etc.
- iStock purchases.
- Special projects and tasks as needed.
Education and Experience
- Bachelor’s degree in Business Administration, Finance, Marketing, Communications, or a related field (or equivalent experience).
- 3+ years of experience in an administrative, project coordination, operations, or finance role within a professional services environment.
- Experience working in professional services, marketing/communications agency, or consulting firm, in an administrative, project coordinator or finance support role.
- Strong organizational and multitasking skills, with the ability to pivot and manage multiple deadlines efficiently.
- Proficiency in financial administration, including invoicing, budget tracking, and expense reporting.
- Excellent communication and collaboration skills in a remote environment, as this role interacts with internal teams and clients.
- Proactive problem solver who can anticipate needs and improve operational processes.
- Proficiency in relevant software, such as Microsoft Office (Excel, Word, Outlook), project management tools (Asana, Monday.com), and financial platforms (QuickBooks, Kantata, or similar)
About Us
D&A Communications is an equity-first communications agency creating meaningful and lasting social change for 25 years. We are devoted to bridging the needs of diverse communities and our client’s goals through integrated communications, authentic engagement, and public participation programs that create real-world transformation. Our mission is to build human connections and empower all people to make a transformative change that elevates our communities, creating a more just and equitable society.
At D&A Communications, we believe in transparency and open communication. We value everyone’s feedback, creativity, and innovative thinking. We are an eclectic team of self-motivated warriors working together to impact our community positively. Our goal is to grow and develop all our team members to their fullest potential. The common thread that ties us all together is our passion for making a difference.
About Our Culture
We encourage your ideas and input, and as an equity-first agency, your voice and lived experience make a significant impact both internally and on the communities we serve. We believe in work/life balance and are constantly evolving to meet the ever-changing needs of our employees and our community. We champion making space for our team members to have the freedom to openly and actively contribute their diverse perspectives. We believe that people work best in an environment where they are recognized for their efforts and respected as individuals. We work collaboratively as a team. We measure our success against our values:
Grit – We get s##t done
Courage – We are brave and daring
Intentional – We are committed to meaningful work
Fluency – We are experts in the language of Communications
Impact – We believe in doing good by doing better
Resilient – We are quick to respond and recover with optimism and conviction
Creative – We believe in bold, future-focused ideas
We foster a hardworking, energetic, passionate, creative, and remote-first culture. D&A also promotes a dynamic working environment, offering full-time jobs with no travel requirements and optional remote flexibility. Eligible employees also receive a comprehensive benefits package and competitive compensation that includes medical, dental, and health benefits and LTD, STD, ADD/Life. Benefits include vacation and sick time, holidays, a 401(k) matched by D&A, a professional development stipend, and a monthly phone/internet reimbursement. We strongly believe in and gladly support investing in our employees, their health and well-being, future retirement, and professional development.
Application Process: JoinUs and Be a Part of Something That Matters
Please submit a cover letter, resume, salary requirements, and other necessary information (i.e., link to your portfolio or writing samples) to hr@davisimpact.com. Please include the position you are applying for in the email subject line. No faxed applications will be accepted. Please no phone calls.
