Job Description

Key Responsibilities:

Financial Management

Daily Tasks:

• Record company credit card and petty cash expenses in accounting software
• Input vendor bills for accounts payable
• Record and deposit incoming payments
• Email daily reconciliations and financial summaries to leadership
• Organize reimbursable expenses for tax documentation
• Coordinate with facility management regarding rent, maintenance, and service requests
• Manage IT and printing service providers for office operations
• Assist with additional tasks as needed

Weekly Tasks:

• Generate and deliver cash flow forecasts, bank reconciliations, and accounts receivable updates
• Follow up on outstanding client payments
• Compile weekly employee timesheet summaries

Monthly Tasks:

• Collaborate with leadership to project upcoming invoicing
• Issue client invoices for services and reimbursements
• Review and process staff expense reimbursements
• Settle recurring monthly bills
• Verify third-party service charges
• Reconcile all bank accounts
• Submit state sales tax returns
• Track employee hours per project
• Share accounting data with external tax professionals
• Onboard new clients into company systems and assign internal codes

Annual Tasks:

• Conduct year-end financial reconciliation and archive files
• Submit required tax documents (e.g., 1099 forms)
• Renew required business certifications
• Manage professional license renewals for company principals
• Oversee annual contract renewals for vendors and service providers
• Coordinate with accountant for corporate tax filings

Human Resources Support

As Needed:

• Book business travel and distribute travel funds
• Administer semi-monthly payroll
• Handle annual tax documentation for employees and contractors
• Support employees with payroll and benefits inquiries
• Manage time-off records and policy enforcement
• Oversee health insurance renewals and employee education
• Prepare offer letters and onboard new hires (HR systems, payroll, benefits, IT setup)
• Offboard departing employees across all systems and services

Office & Administrative Tasks

• Answer incoming phone calls
• Sort and distribute daily mail and deliveries
• Coordinate office clean-up and presentation ahead of special visits
• Provide general administrative support as needed

Marketing & Proposals

• Support proposal development and submission
• Assist in preparing marketing collateral and promotional materials
• Manage branded material inventory
• Collaborate with leadership on occasional special projects

Procurement Responsibilities

• Issue purchase orders and process vendor payments
• Coordinate procurement between team members, clients, and suppliers
• Maintain detailed tracking spreadsheets for purchases
• Expedite outstanding orders regularly
• Reconcile procurement budgets with purchase records

Key Qualifications:

• Bachelor’s degree in Business, Finance, or related field
• Proficient in QuickBooks (desktop and/or online) and Microsoft Office Suite
• Understanding of general business tax regulations
• Strong attention to detail and organizational skills
• High level of discretion and integrity
• Proactive, solutions-oriented mindset
• Capable of working independently without frequent supervision
• Strong interpersonal skills and the ability to maintain a collaborative work environment
• Ability to adapt to shifting priorities and unexpected challenges

What You Bring:

• A commitment to operational excellence and confidentiality
• A positive attitude and a willingness to go above and beyond
• Ownership of responsibilities with a problem-solving approach
• Ability to support a diverse team and maintain office morale
• Willingness to grow with the role and company over time

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