Finance Manager and Office Administrator

Position Summary

The Finance Manager & Office Administrator owns the company’s day-to-day financial operations and core administrative systems. This role ensures accurate accounting, timely invoicing and vendor payments, strong cash flow visibility, and clean reporting for owners and program stakeholders. The position also supports office operations and internal processes to keep the team organized, compliant, and running efficiently.

Key Responsibilities

Financial Management & Accounting (Primary)

-Accounting Operations

• Oversee daily accounting workflows in QuickBooks Online, including A/R, A/P, general ledger maintenance, and bank reconciliations (including multiple bank accounts as applicable).
• Maintain consistent coding, documentation, and file organization to ensure clean books and audit/tax readiness.

-Invoicing & Revenue Administration

• Manage invoicing directly to clients and through third-party procurement portals (e.g., SAP Ariba) as required. Ensure invoice accuracy against contracts/SOWs, budget assumptions, and internal approvals.

-Payables & Vendor Payments

• Process vendor invoices and execute payments via check, auto-pay, ACH, and wire as needed.
• Track payment schedules, resolve vendor discrepancies, and maintain vendor files (W-9s, terms, contact info).

-Budgeting, Forecasting & Variance Analysis

• Co-lead the annual budgeting process and ongoing forecasting; partner with key managers to gather inputs and track progress.
• Produce variance analysis and recommendations to keep performance aligned to targets.

-Financial Reporting (Accrual Method)

• Prepare and present monthly/quarterly/annual financial statements (income statement, balance sheet, cash flow) using the accrual accounting method.
• Create clear owner-ready reporting, including summaries, trends, and insights to support decisions.

-Cash Flow, Cost Control & Profitability

• Monitor cash inflows/outflows, manage working capital visibility, and help ensure sufficient liquidity.
• Identify cost-saving opportunities, analyze expenses, and recommend actions to protect/improve margins.

-Compliance, Risk & Audit Support

• Support adherence to financial laws/regulations, assist with annual audit/tax preparation, and track key finance-related risks.

-Client / Owner Reporting

• Maintain up-to-date forecast vs. actual program and revenue reporting for leadership (monthly/quarterly cadence as needed).

Office Administration & Operations (Secondary)

• Own general office administration: supplies, mail, vendor relationships, basic facilities coordination, and office organization.
• Maintain internal systems and documentation (shared drives, templates, SOPs, forms) so workflows are repeatable and easy to follow.
• Coordinate administrative support needs across the team (scheduling assistance, shipments, basic travel admin, etc.) as assigned by leadership.
• Track recurring renewals and compliance calendars (insurance certificates, business filings, vendor documentation, etc.).

People Ops / HR Administration Support

• Support recruiting and onboarding administration (job descriptions, interview scheduling, offer letter routing, onboarding checklists).
• Payroll processing coordination and benefits administration support (enrollment changes, documentation, basic employee questions).
• Maintain accurate, secure employee records and support policy/handbook updates as directed.

Qualifications

• Education: Degree in Accounting, Business Administration, or a related field; or equivalent industry experience or certification.
• 5 years of hands-on accounting/finance operations experience (month-end close, A/R, A/P, reconciliations, reporting).
• Proficiency with QuickBooks Online (or equivalent cloud accounting system).
• Strong spreadsheet skills (Excel/Google Sheets) and comfort building simple reporting packages.
• Experience working with client invoicing requirements, including procurement portals (e.g., SAP Ariba) preferred.
• High integrity and discretion handling sensitive financial and personnel data.