Business Administrator

BJ Grand Salon & Spa

Location: Springfield, IL

Job Type: Full-Time Compensation: Salary or Hourly (Based on Experience) with Performance Reviews and Bonus Opportunities

Position Summary:

BJ Grand Salon & Spa is seeking a highly organized, detail-oriented Business Administrator to oversee the financial, human resources, payroll, and administrative operations of our growing salon and spa. This key leadership role ensures the smooth day-to-day management of business functions while supporting ownership with financial reporting, employee administration, vendor management, and operational efficiency initiatives. Accuracy, confidentiality, professionalism, and strong organizational skills are essential for success in this position.

Key Responsibilities Accounting & Financial Management

· Manage daily financial operations, including salon closeouts, accounts payable, and financial recordkeeping.

· Reconcile business bank accounts and company credit card statements.

· Maintain accurate general ledger records and supporting documentation.

· Review, code, and process vendor invoices and payments.

· Prepare financial reports for ownership, CPA, and other professional advisors.

· Process and track 401(k) contributions and related reporting.

· Monitor financial performance and identify opportunities for cost savings and operational improvements.

Payroll & Human Resources Administration

· Process payroll accurately and on schedule.

· Prepare payroll reports and provide payroll analysis to management.

· Administer employee benefits, including health insurance, retirement plans, and paid time off programs.

· Manage employee onboarding, offboarding, personnel records, and HR documentation.

· Maintain employee files and ensure compliance with company policies and employment regulations.

· Track employee licenses, certifications, continuing education, and compliance requirements.

· Assist with updating employee handbooks, policies, and administrative procedures.

Business Operations & Vendor Management

· Manage vendor relationships, contracts, and recurring business expenses.

· Coordinate with insurance brokers, benefit providers, and other external partners.

· Track inventory-related financial metrics and assist management with purchasing decisions.

· Participate in leadership meetings and provide recommendations to improve efficiency and support business growth.

Administrative & Office Management

· Answer incoming office calls and provide administrative support.

· Open, sort, and distribute incoming mail.

· Order and maintain office supplies and business forms.

· Manage salon gift card inventory and related supplies.

· Maintain organized records for business purchases and credit card transactions.

· Handle sensitive employee, client, financial, and business information with strict confidentiality.

Technology & Systems Administration

· Manage and maintain Zenoti and Paylocity systems.

· Update employee and service information within Zenoti.

· Add new services and products to the salon management system.

· Configure and maintain promotions within Zenoti.

· Coordinate website updates with IT partners when services, pricing, or business information changes.

· Support ongoing system improvements and administrative technology initiatives.

Qualifications

· Associate's or Bachelor's Degree in Business Administration, Accounting, Finance, Human Resources, or a related field preferred.

· Experience in accounting, bookkeeping, payroll processing, HR administration, or office management.

· Proficiency with accounting software, payroll systems, HR platforms, and Microsoft Office applications.

· Experience with Zenoti, Paylocity, or similar business management software is preferred.

· Strong analytical, organizational, and problem-solving skills.

· Excellent written and verbal communication abilities.

· Ability to manage multiple priorities while maintaining exceptional accuracy and attention to detail.

· High level of professionalism and discretion when handling confidential information.