Financial Assistant

The Finance Admin is responsible for assisting with various financial operations, including invoice processing, account reconciliation, payroll support, financial reporting, and administrative tasks. This role involves ensuring the accuracy of financial records, processing payments on time, and supporting the finance team in day-to-day operations. Some light physical work, such as organizing and filing documents, may also be required.

• Invoice Processing and Payment Verification:
• Review invoices for accuracy, ensuring they match purchase orders and receipt of goods before processing payment.
• Verify payment terms and deadlines to ensure timely processing of payments.
• Resolve discrepancies in invoices by communicating with vendors, departments, agencies, and the accounts payable team.
• Perform monthly reconciliations of accounts payable and receivable, ensuring all transactions are properly documented and discrepancies are addressed.
• Maintain accurate and up-to-date financial records, both physical and digital, to facilitate easy retrieval for audits and reporting.
• Organize and file financial documents, including invoices, receipts, and transaction records, following company policies and regulations. This may involve some light physical work such as filing paperwork or organizing financial records.
• Assist in maintaining the general ledger by ensuring accurate and timely recording of all financial transactions.
• Payroll Support:
• Assist in preparing and processing payroll by gathering information such as hours worked and deductions for accurate compensation
• Verify employee information and update payroll records to ensure timely and accurate payments.
• Address employee payroll inquiries, resolving issues related to deductions, benefits, or overtime.
• Assist in the preparation of monthly, quarterly, and annual financial reports by gathering relevant data and verifying the accuracy of figures.
• Administrative Support:
• Provide administrative support to the finance department, handling general office tasks as needed.
• Maintain filing systems for financial documents, ensuring proper documentation for audits and compliance checks. This may require some light physical tasks such as retrieving or organizing files.
• Coordinate with other departments to ensure that financial documentation is submitted in a timely manner and in accordance with company procedures.
• Provide general administrative support, including scheduling meetings, coordinating travel arrangements, preparing internal memos, and managing office communications
• Send daily attendance logs to management and HR in a timely and accurate manner.
• Procurement Management:
• Create and process purchase requisitions and purchase orders.
• Track and monitor orders to ensure on-time delivery and resolve delays or discrepancies.
• Collect and compare vendor quotations to support cost-effective purchasing decisions.
• Maintain accurate procurement records, contracts, and supplier information.
• Coordinate with internal stakeholders to forecast and manage procurement needs.
• Ensure compliance with company policies for purchasing approvals and expense tracking.
• Data Entry:
• Accurately input financial data, including transaction details, invoices, and payroll records, into the company's accounting software or databases.
• Update and maintain spreadsheets and databases to ensure the accuracy of financial records.
• Assist in entering and organizing financial data for reporting, forecasting, and audits for agencies.
• Serve as the primary point of contact for vendor communication and issue resolution.
• Onboard new vendors, ensuring required documentation and compliance are met.
• Monitor vendor performance, including delivery accuracy, service quality, and responsiveness.
• Build and maintain positive, professional relationships with external partners.
• Address and elevate vendor-related concerns to management when necessary.
• Maintain updated vendor database and track contract renewals and expirations.
• Oversee building maintenance coordination with relevant vendors and service providers.
• Manage payment schedule coordination with NJ HQ, ensuring timely vendor payments and financial alignment across sites.

• Education:
• High school diploma or equivalent required.
• Associate/Bachelor’s degree in Finance, Accounting, or related field preferred
• Experience:
• 1+ year experience in finance, accounting, or administrative roles preferred.
• Skills & Abilities:
• Strong attention to detail and accuracy in financial documentation and data entry.
• Proficiency in Microsoft Office Suite, particularly Excel; experience with accounting software preferred.
• Good communication skills for interacting with vendors, employees, and other departments.
• Ability to work in a fast-paced environment and handle multiple tasks simultaneously.
• Strong organizational skills and ability to maintain accurate records.

• Ability to sit or stand for extended periods while working at a desk.
• Light physical work such as organizing and filing financial…