Finance & Operations Coordinator

About The Institutes

Located in beautiful Malvern, Pennsylvania, The Institutes® are a not-for-profit comprised of diverse affiliates that educate, elevate, and connect people in the essential disciplines of risk management and insurance. Through products and services offered by our nearly 20 affiliated business units, people and organizations are empowered to help those in need with a focus on understanding, predicting, and preventing losses to create a more resilient world.

Additionally, we understand the importance of work-life balance—in 2026 Philly.com named us a Top Workplace for the eleventh year and USA Today named us a USA Top Workplace for the fourth year. We provide excellent benefits and a friendly, team-focused work environment to drive employee engagement.

Finance & Operations Coordinator

The Finance & Operations Coordinator is responsible for supporting the financial, operational, and reporting functions of CLM through billing administration, revenue tracking, operational reporting, system support, and cross-functional coordination. This role works closely with internal departments including Partnerships, Events, Marketing, Compliance, and Leadership to ensure efficient operational processes, accurate financial tracking, and high-quality administrative support.

The Finance & Operations Coordinator serves as a key operational resource by supporting accounts receivable activities, maintaining data accuracy, assisting with reporting and analytics, coordinating operational workflows, and supporting system and process improvement initiatives. This role also supports the Tracker & Operations Manager in maintaining operational efficiency, reporting visibility, and organizational data integrity.

What You’ll Do:

Finance & Billing Support

1. Facilitate timely payment of invoices by preparing and sending invoices, payment reminders, and follow-up communications regarding outstanding balances.
2. Process and monitor incoming payments, verify receipts, maintain billing records, and support revenue tracking activities.
3. Generate and maintain financial and operational reports related to accounts receivable, billing status, payment tracking, sponsorships, advertising, events, and related business activities.
4. Respond to billing inquiries, research discrepancies, assist with issue resolution, and provide internal teams with updates regarding payment status and account activity.
5. Generate monthly reports and assist with commission verification and related financial tracking activities.

Operations & Reporting Support

1. Support the maintenance, accuracy, and organization of operational data, reporting systems, and internal databases.
2. Assist with the development, preparation, and distribution of regularly scheduled and ad hoc operational reports and analytics.
3. Support operational workflows and process improvement initiatives designed to improve efficiency, reporting visibility, and cross-functional coordination.
4. Assist with maintaining data hygiene and identifying inconsistencies, gaps, or process issues within operational systems and reporting tools.
5. Coordinate with internal departments and external vendors to support operational initiatives, reporting needs, and system-related projects.
6. Provide administrative and operational support for business systems, applications, reporting tools, and process documentation.
7. Support the Operations Manager with operational projects, reporting analysis, workflow coordination, and other strategic initiatives as assigned.
8. Maintain positive and professional working relationships with internal stakeholders, external partners, clients, and vendors.
9. Perform additional operational, financial, reporting, and administrative duties as assigned.

What We’re Looking For:

1. Associate degree or equivalent experience required; Bachelor’s degree preferred.
2. 1+ years of experience in billing, finance support, operations, reporting, administrative support, or related business operations roles preferred.
3. Experience supporting accounts receivable, operational reporting, data management, or financial tracking activities preferred.
4. Strong proficiency in Microsoft Office applications including Excel, Outlook, Word, and PowerPoint required.
5. Experience working with CRM systems, databases, reporting tools, event platforms, or business applications preferred.
6. Strong analytical, organizational, and problem-solving skills required.
7. Experience with chapter or community management a plus.

Key Competencies

1. Communication - Exceptional oral and written communication skills with the ability to communicate professionally and effectively throughout all levels of the organization, both internally and externally.
2. Financial Acumen - Basic understanding of accounting principles, accounts receivable processes, financial reporting, and operational business practices.
3. Critical Thinking - Ability to identify issues, analyze information, solve problems, and recommend practical solutions while maintaining accuracy and attention to detail.
4. Time Management - Highly organized and self-motivated with the ability to prioritize multiple responsibilities and meet deadlines in a fast-paced environment.
5. Collaboration - Ability to establish and maintain effective working relationships across departments, vendors, clients, and leadership teams.
6. Confidentiality - Ability to maintain strict confidentiality while handling financial information, reports, commissions, operational data, and internal business information.

The Best Part? The Benefits!

To enforce the importance of work-life balance, employees enjoy excellent benefits, including:

• 401(k) plan with company contribution up to 16%
• Generous time off package that includes paid vacation, personal, sick, and holidays
• Paid maternity and parental leave
• Tuition reimbursement
• Medical, dental, vision, and prescription coverage
• On our Malvern campus: Free lunch every day when working on campus, onsite fitness center, and a beautiful 1.25-mile walking path!