Finance & Administration Specialist

Finance & Administration Specialist

Employment Type:

Full-Time
Department:
Finance & Administration

Reports To:

Finance/Operations Leadership

We are seeking a highly organized, detail-oriented Finance & Administration Specialist to support our finance, payroll, billing, accounts receivable, and employee administration functions.

This is a hands-on operational role requiring exceptional attention to detail, strong spreadsheet and accounting-system skills, and the discipline to manage daily, weekly, semi-monthly, and monthly processes without missing deadlines. The successful candidate will work across multiple financial, payroll, operational, and administrative systems. A key responsibility of this position is ensuring that information is complete, accurate, properly classified, reconciled, and synchronized across systems.

Manage monthly credit card and expense administration, including reviewing transactions and receipts, identifying missing documentation, ensuring appropriate supporting records are maintained, and supporting accurate expense classification.

Coordinate and perform quality-control checks for multiple payroll groups on semi-monthly schedules. Ensure timesheets, PTO, additional shifts, and other payroll-related information are complete, accurate, submitted, and approved before payroll deadlines. Investigate and resolve discrepancies across payroll, timekeeping, and operational systems.

Manage weekly accounting activities across multiple offices, including invoice and payment synchronization, expense classification, client-payment matching, transaction reconciliation, and financial data-quality checks. Identify and resolve missing, duplicate, incorrectly classified, or unsynchronized transactions and maintain complete monthly bank and credit-card records.

Oversee daily and weekly billing and accounts receivable controls across multiple offices. Validate client and employee rates, service deposits and refunds, payment matching, system data completeness, outstanding invoices, collection activities, and invoice-day processes. Ensure required actions are documented, assigned, completed, and escalated according to established timelines and protocols.

Coordinate administrative onboarding and offboarding activities, including required documentation, checklists, system access activation/deactivation, employee files, electronic documents, and SharePoint records. Ensure all onboarding and offboarding requirements are completed accurately and on time.

• Strong working knowledge of bookkeeping and basic accounting principles.
• Experience with Quick Books Online (QBO) or comparable accounting software.
• Understanding of accounts receivable, invoices, payments, credits, deposits, refunds, and expense classifications.
• Ability to reconcile transactions across multiple systems and identify discrepancies.
• Ability to understand and consistently apply a chart of accounts and expense-classification rules.
• Experience reviewing bank and credit-card transactions and supporting documentation.
• Strong understanding of financial controls and the importance of maintaining complete audit trails.

• Experience supporting or processing payroll.
• Ability to validate timesheets, PTO, additional shifts, and payroll data.
• Ability to reconcile payroll information between timekeeping, operational, and payroll systems.
• Strong understanding of payroll deadlines and the importance of resolving exceptions…