Operations & Finance Administrator

Apex Restaurant and Market Solutions, Inc.

The Operations & Finance Administrator is a high-impact, multifaceted position designed for a professional who thrives on variety and organization. Reporting directly to both the VP of Finance and the VP of Operations, you will serve as the central hub of the office. This role requires a unique balance of financial precision (managing accounts and reconciliations) and operational agility (managing service calls, inventory, and team accountability).

You are the "gatekeeper" who ensures that the VPs' strategic goals are executed on the ground daily.

• Financial Administration (Reporting to VP of Finance)
  • Accounts Payable:
    Execute the full AP cycle, including entering bills into accounting software, printing checks, and mailing them.
  • Reconciliation:
    Support the month-end process by assisting with bank reconciliations and reconciling vendor statements to ensure data integrity.
  • Portal Management:
    Proactively upload invoices to various vendor portals to ensure timely payment processing.
  • Documentation:
    Maintain organized digital and physical filing systems for all financial records and data entry.
• Operational Coordination (Reporting to VP of Operations)
  • Service Intake & Resolution:
    Act as the primary point of contact for service calls (via email and phone). Log all calls and track them through to successful resolution.
  • St. Louis Office Support:
    Manage logistics for the St. Louis branch, including creating orders and ensuring their specific operational needs are met.
  • Inventory & Procurement:
    Monitor and order office and café supplies; manage the specialized uniform ordering process following outlined company protocols.
  • Data Maintenance:
    Keep Excel-based coffee orders and other operational tracking sheets up to date.
• Team Leadership & Accountability
  • Meeting Facilitation:
    Own the weekly Microsoft Teams meeting process. You are responsible for creating the agenda and distributing it in advance.
  • Accountability Liaison:
    Act as the "enforcer" during meetings, ensuring the team stays on task and remains accountable to the agenda and deadlines set by leadership.
  • Professional Communication:
    Manage high-volume correspondence via phone and email, serving as a professional representative of the executive team.