Financial Operations Coordinator
Onsite at Aetna Building Solutions Maywood, IL location
Aetna Building Solutions is seeking a highly organized and detail-driven Financial Operations Coordinator to support both our accounting function and critical operational programs across the business.
This is a unique hybrid role that combines Accounts Payable support, vendor coordination, and operational program management—including fleet, fuel cards, and facility services. You’ll play a key role in ensuring financial accuracy, maintaining strong vendor relationships, and keeping essential operational systems running smoothly across multiple locations.
If you enjoy working with both numbers and processes, take pride in keeping things organized, accurate, and on track, then this role could be a great fit.
What You’ll Do
Financial Operations & Accounts Payable
- Support Accounts Payable processes including invoice review, coding, entry, and payment coordination
- Review vendor invoices for accuracy and resolve discrepancies with vendors and internal teams
- Monitor recurring expenses and identify inconsistencies or issues
- Maintain organized, audit-ready financial documentation
- Ensure timely and accurate processing of operational expenses
Fleet & Operational Program Management
- Administer the company’s fleet program, including vehicle ordering, tracking, and lifecycle management
- Maintain fleet records including leases, assignments, and usage data
- Monitor mileage, vehicle compliance, and replacement timelines
- Coordinate onboarding of new vehicles and ensure proper documentation
Fuel Card & Expense Program Administration
- Manage the WEX fuel card program, including issuing, tracking, and deactivating cards
- Monitor fuel transactions and investigate unusual activity
- Maintain accurate records of card assignments and usage
- Support expense reporting processes and assist employees as needed
Vendor & Service Coordination
- Serve as primary point of contact for facility and operational vendors
- Coordinate services such as janitorial, landscaping, snow removal, vending, and office equipment
- Maintain vendor schedules, agreements, and contact records
- Track vendor performance and help resolve service issues
- Assist with vendor sourcing, quotes, and transitions
Insurance & Incident Tracking
- Track company vehicle accidents and maintain detailed records
- Coordinate insurance claims and follow up with carriers
- Ensure proper documentation and reporting for all incidents
What We’re Looking For
- 2 - 4 years of experience in accounting support, accounts payable, office administration, or vendor coordination
- Strong attention to detail and ability to manage multiple processes simultaneously
- Solid organizational and follow-up skills with a high level of accountability
- Basic understanding of accounting processes (invoices, payments, expense tracking)
- Proficiency in Microsoft Excel and Office tools
- Strong communication skills and ability to work across teams and with external vendors
- Associate or Bachelor’s degree in business or related field preferred
Why Join Aetna Building Solutions?
This role offers the opportunity to step into a high-impact, cross-functional position where finance meets operations. You’ll gain exposure to multiple areas of the business, work closely with leadership, and play a key role in improving processes and maintaining operational efficiency.
Compensation & Benefits
- $52,000+ per year based on skills and experience
- Major Medical, Dental, and Vision Insurance
- Life Insurance & Short-Term Disability
- 401(k) with Profit Sharing
About Aetna Building Solutions
Aetna Building Solutions is a Midwest-based distributor of building materials, helping customers bring projects to life and grow their business. We offer a wide range of products, from plywood and hardwood to decorative surfaces and specialty panels, but what really sets us apart is our people. Our team is focused on building strong relationships, solving problems, and finding opportunities to add value every day. It’s a fast-paced, sales-driven environment where you can learn, grow, and make an impact. Learn more at https://www.aetnaplywood.com/
