Accounting & Operations Coordinator
Aetna Building Solutions, Maywood, IL, United States
About The Role
Aetna Building Solutions is seeking a highly organized and detail-oriented Accounting & Operations Coordinator to support key operational and financial programs across our organization. This role plays a critical part in Accounts Payable and finance team support, managing fleet operations, fuel card programs, vendor services, and operational expense tracking.
If you thrive in a fast-paced environment, enjoy coordinating across teams, and have a strong eye for detail, this is a great opportunity to contribute to a growing organization.
What You’ll Do
Accounting Support
Provide support for Accounts Payable and finance team
Assist with invoice entry, vendor inquiries, and payment coordination
Review invoices for accuracy and resolve billing discrepancies
Support documentation organization for accounting and audits
Financial Operations & Program Administration
Manage the Enterprise Fleet Management program, including vehicle ordering, replacements, and coordination with internal teams
Maintain fleet tracking systems, including leases, assignments, and lifecycle data
Track vehicle deliveries and coordinate onboarding of new vehicles
Monitor and analyze fleet-related expenses and usage
Maintain organized records for leases, agreements, and related documentation
Fuel Card & Expense Program Administration
Administer the WEX fuel card program (issuance, cancellation, replacement)
Maintain accurate card assignment records by driver and vehicle
Monitor transactions and investigate discrepancies or unusual activity
Support expense reporting processes and assist employees as needed
Vehicle & Insurance Administration
Track company vehicle accidents and incidents
Maintain documentation and coordinate insurance claims
Monitor claim status and ensure accurate recordkeeping for audits and reporting
Vendor & Facilities Coordination
Serve as the primary point of contact for facility and service vendors
Coordinate services such as janitorial, landscaping and snow removal
Maintain vendor schedules, agreements, and contact lists
Resolve service issues and ensure consistent coverage across locations
Assist with vendor evaluations, quotes, and transitions
Operational Oversight & Coordination
Maintain tracking logs, spreadsheets, and operational documentation
Ensure accuracy and organization of all tracking systems
Track and follow up on open issues to ensure timely resolution
Support onboarding and offboarding related to fleet, fuel, and vendor services
What You Bring
Strong organizational skills with the ability to manage multiple priorities
High attention to detail and accuracy
Effective communication and coordination skills
Basic understanding of accounting processes (invoices, payments, expense tracking)
Proficiency in Microsoft Office, especially Excel
Problem-solving mindset with strong follow-through
Reliable, accountable, and proactive approach to work
Qualifications
High school diploma or equivalent
Associate’s or bachelor’s degree in accounting, business or related field (preferred)
2–4 years of experience in accounting support, accounts payable, office administration, or vendor coordination
Experience working in an office environment with financial or operational processes
Why Join Aetna Building Solutions?
At Aetna Building Solutions, you’ll be part of a collaborative team that values organization, accountability, and operational excellence. This role offers the opportunity to work cross-functionally and make a meaningful impact on day-to-day operations across the company.
Aetna Building Solutions offers a competitive compensation package and comprehensive benefits, including:
Major Medical, Dental, Vision, Life Insurance
401(k) and Profit Sharing
Compensation for this role is based on skills and experience, starting at $52,000/year.
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Aetna Building Solutions is seeking a highly organized and detail-oriented Accounting & Operations Coordinator to support key operational and financial programs across our organization. This role plays a critical part in Accounts Payable and finance team support, managing fleet operations, fuel card programs, vendor services, and operational expense tracking.
If you thrive in a fast-paced environment, enjoy coordinating across teams, and have a strong eye for detail, this is a great opportunity to contribute to a growing organization.
What You’ll Do
Accounting Support
Provide support for Accounts Payable and finance team
Assist with invoice entry, vendor inquiries, and payment coordination
Review invoices for accuracy and resolve billing discrepancies
Support documentation organization for accounting and audits
Financial Operations & Program Administration
Manage the Enterprise Fleet Management program, including vehicle ordering, replacements, and coordination with internal teams
Maintain fleet tracking systems, including leases, assignments, and lifecycle data
Track vehicle deliveries and coordinate onboarding of new vehicles
Monitor and analyze fleet-related expenses and usage
Maintain organized records for leases, agreements, and related documentation
Fuel Card & Expense Program Administration
Administer the WEX fuel card program (issuance, cancellation, replacement)
Maintain accurate card assignment records by driver and vehicle
Monitor transactions and investigate discrepancies or unusual activity
Support expense reporting processes and assist employees as needed
Vehicle & Insurance Administration
Track company vehicle accidents and incidents
Maintain documentation and coordinate insurance claims
Monitor claim status and ensure accurate recordkeeping for audits and reporting
Vendor & Facilities Coordination
Serve as the primary point of contact for facility and service vendors
Coordinate services such as janitorial, landscaping and snow removal
Maintain vendor schedules, agreements, and contact lists
Resolve service issues and ensure consistent coverage across locations
Assist with vendor evaluations, quotes, and transitions
Operational Oversight & Coordination
Maintain tracking logs, spreadsheets, and operational documentation
Ensure accuracy and organization of all tracking systems
Track and follow up on open issues to ensure timely resolution
Support onboarding and offboarding related to fleet, fuel, and vendor services
What You Bring
Strong organizational skills with the ability to manage multiple priorities
High attention to detail and accuracy
Effective communication and coordination skills
Basic understanding of accounting processes (invoices, payments, expense tracking)
Proficiency in Microsoft Office, especially Excel
Problem-solving mindset with strong follow-through
Reliable, accountable, and proactive approach to work
Qualifications
High school diploma or equivalent
Associate’s or bachelor’s degree in accounting, business or related field (preferred)
2–4 years of experience in accounting support, accounts payable, office administration, or vendor coordination
Experience working in an office environment with financial or operational processes
Why Join Aetna Building Solutions?
At Aetna Building Solutions, you’ll be part of a collaborative team that values organization, accountability, and operational excellence. This role offers the opportunity to work cross-functionally and make a meaningful impact on day-to-day operations across the company.
Aetna Building Solutions offers a competitive compensation package and comprehensive benefits, including:
Major Medical, Dental, Vision, Life Insurance
401(k) and Profit Sharing
Compensation for this role is based on skills and experience, starting at $52,000/year.
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