Finance & Administration Specialist

Employment Type: Full-Time
Department: Finance & Administration
Reports To: Finance/Operations Leadership

Position Overview

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.

Key Responsibilities

1. Credit Card & Expense Administration

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.

2. Payroll Administration

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.

3. QuickBooks Online (QBO) & Accounting Operations

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.

4. Billing & Accounts Receivable Oversight

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.

5. Employee Onboarding & Offboarding Administration

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.

Required Skills & Qualifications

Accounting & Financial Operations

Strong working knowledge of bookkeeping and basic accounting principles.
Experience with QuickBooks 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.

Payroll Administration

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 before payroll is processed.
Ability to handle payroll and employee information with strict confidentiality.

Excel & Data Analysis

Strong Microsoft Excel skills are required.

Candidates should be comfortable with:

Sorting, filtering, and cleaning large transaction lists.
XLOOKUP/VLOOKUP or equivalent lookup functions.
SUMIF/SUMIFS and COUNTIF/COUNTIFS.
Pivot tables.
Conditional formatting.
Identifying duplicates and missing records.
Comparing data exported from different systems.
Reconciling large datasets and investigating exceptions.

The ability to work accurately with hundreds or thousands of rows of financial data is important for success in this role.

Systems & Technology

Experience with some or all of the following is preferred:

QuickBooks Online.
Microsoft Excel.
Microsoft SharePoint.
Accounts receivable and billing applications.

The successful candidate does not need prior experience with every system but must be technically confident and able to learn new applications quickly.

Reconciliation & Quality Control

Exceptional attention to detail and accuracy.
Ability to compare information across multiple systems.
Ability to detect missing transactions, duplicates, incorrect amounts, incorrect classifications, and synchronization failures.
Ability to systematically investigate and resolve exceptions.
Strong quality-control mindset with an emphasis on verifying completion rather than assuming processes completed successfully.
Ability to maintain clear documentation and escalate unusual or unresolved issues appropriately.

Organization & Process Management

Exceptional organizational and task-management skills.
Ability to independently manage daily, weekly, semi-monthly, and monthly deadlines.
Strong checklist discipline and ability to consistently follow documented procedures.
Ability to prioritize time-sensitive payroll, billing, and accounting activities.
Strong follow-through and ownership of assigned processes.
Ability to manage recurring responsibilities without requiring repeated reminders.
Comfortable working in a process-driven environment with measurable completion and accuracy standards.

Communication & Follow-Up

Clear written and verbal communication skills. Comfortable following up with employees and managers regarding missing timesheets, receipts, approvals, documentation, and other outstanding items.
Ability to communicate discrepancies clearly and provide the information necessary for others to resolve them.
Ability to escalate unresolved issues promptly. Professional communication when working across Finance, Billing, HR, Operations, and management.

Confidentiality & Professional Judgment

High integrity and discretion.
Strong understanding of confidentiality.
Appropriate handling of sensitive financial, payroll, employee, and client information.
Sound judgment regarding when issues can be resolved independently and when they should be escalated.

Preferred Qualifications

2+ years of experience in bookkeeping, finance administration, payroll administration, accounts receivable, or a similar role.
Previous QuickBooks Online experience.
Strong Excel proficiency.

What Success Looks Like

Success in this position means payroll is accurate and completed on time; invoices and payments are properly synchronized; financial transactions are correctly classified; discrepancies are identified and resolved; billing and AR processes are completed according to schedule; and employee onboarding and offboarding requirements are completed without missing steps.

The Finance & Administration Specialist is expected to take ownership of recurring processes, proactively identify exceptions, and maintain accurate, complete, and well-organized financial and administrative records.

Accuracy, completeness, timeliness, and follow-through are the core standards for this role.

65027241274 - Finance & Administration Specialist