DXP is a growing engineering and technical services company specializing in power system engineering, diagnostics, testing, and forensic investigations. We support utilities, industrial facilities, renewable energy operators, contractors, and infrastructure owners across North America.
As we continue to grow, we are looking for a highly organized and dependable Business Operations & Finance Administrator to take ownership of our day-to-day administrative and financial operations.
This role is critical to ensuring the business runs smoothly behind the scenes while our engineering and technical teams remain focused on serving clients and delivering projects.
We are looking for someone who thrives in a fast-paced environment, enjoys bringing structure to growing organizations, and takes ownership of problems without waiting to be asked.
Position Overview
The Business Operations & Finance Administrator will be responsible for bookkeeping, invoicing, accounts receivable, administrative coordination, project support, and general business operations.
This is a highly visible role that works directly with company leadership and has significant opportunity for growth as the organization expands.
Key Responsibilities:
Finance & Bookkeeping
- Manage daily activities within QuickBooks Online
- Prepare proposals and quotations if needed
- Prepare and issue client invoices
- Monitor accounts receivable and proactively follow up on outstanding balances
- Process accounts payable and vendor payments
- Reconcile bank accounts, credit cards, and expense reports
- Maintain organized financial records and supporting documentation
- Assist with monthly financial reporting and bookkeeping activities
- Coordinate with external accountants and advisors as required
Business Operations
- Maintain organized digital filing and document management systems
- Coordinate company subscriptions, vendors, and service providers
- Track operational tasks and ensure timely completion
- Maintain internal administrative processes and procedures
- Support business process improvement initiatives
Project & Client Support
- Assist with project setup and administrative coordination
- Maintain CRM and project tracking systems
- Support proposal preparation and document formatting
- Coordinate client communications and follow-up activities
- Track action items, deadlines, and outstanding requests
Executive Support
- Calendar and meeting coordination
- Travel arrangements and logistics
- Task tracking and follow-up
- Administrative support for company leadership
- Assist with special projects and operational initiatives
Compliance & Administrative Support
- Maintain insurance certificates, licenses, and compliance documentation
- Track employee training records and certifications
- Maintain organized corporate records and documentation
- Support onboarding and employee administration activities
Required Qualifications
- 7+ years of experience in bookkeeping, office management, business administration, or operations support
- Strong QuickBooks Online experience
- Experience managing invoicing, accounts receivable, accounts payable, and reconciliations
- Experience supporting business owners, executives, or leadership teams
- Strong Microsoft 365 skills including Outlook, Excel, Word, Teams, and SharePoint
- Excellent written and verbal English communication skills
- Strong organizational and time-management skills
- Ability to work independently and prioritize competing responsibilities
- High attention to detail and accuracy
Preferred Qualifications
- Experience supporting engineering, consulting, construction, utility, technical services, or project-based organizations
- Experience with CRM systems
- Experience with project coordination and project accounting
- Experience with Microsoft Dynamics 365 Business Central
- Experience improving administrative processes and workflows
What Success Looks Like
Within the first 90 days:
- Client invoices are issued accurately and on time
- Accounts receivable is actively managed and monitored
- Administrative tasks are completed without repeated follow-up
- Project documentation and records are organized and current
- Leadership has visibility into outstanding operational issues
- Clients, vendors, and employees receive responsive and professional support
After one year:
- Administrative and financial operations run smoothly with minimal oversight
- Internal systems and processes are well organized and documented
- Opportunities for operational improvement are identified and implemented
- Leadership can focus on growth, clients, and strategic initiatives rather than administrative issues
Core Traits We Value
- Ownership mentality
- Strong follow-through
- Reliability and accountability
- Professionalism
- Resourcefulness
- Sense of urgency
- Continuous improvement mindset
- Strong communication skills
Pay: $60,000.00-$80,000.00 per year
Application question(s):
- How many years of QuickBooks Online experience do you have?
- Have you managed accounts receivable and collections?
- What is the largest company (revenue or employee count) you have supported?
- Describe a process improvement or operational issue you identified and resolved.
- Have you supported a business owner, executive team, or company leadership directly?
- What are your salary expectations?
- When would you be available to start?
Work Location: Remote
