Finance and Administration Manager

Company: Stafford Gray
Job type: Full-time

We are seeking a highly organized and proactive Finance and Administration Manager to join our small but dynamic IT consulting and staffing company. In this pivotal role, you will be the backbone of our office, ensuring smooth and efficient operations across all departments. Your responsibilities will encompass a broad range of administrative duties, including the management of the firm’s finances, managing communications, maintaining documents and records, and supporting human resources tasks. Additionally, you will play a crucial role in project coordination, client relationship maintenance, and assisting with marketing and social media efforts. The ideal candidate will possess excellent communication skills, a knack for multitasking, and a keen eye for detail. Your ability to manage multiple priorities with a positive, problem-solving attitude will make you an invaluable asset to our team. If you're passionate about facilitating the success of both our internal team and our clients, we would love to hear from you.
The duties and responsibilities specified below are representative of the range of duties and responsibilities assigned to this position and are not intended to be an inclusive list.
·         Bookkeeping and Accounting:
o   Managing daily bookkeeping tasks, including recording all financial transactions in QuickBooks accurately.
o   Reconciling bank statements and accounts to ensure accurate financial records.
·         Financial Reporting:
o   Preparing periodic financial statements, including profit and loss statements, balance sheets, and cash flow statements.
o   Generating custom reports from QuickBooks to meet specific management needs or for strategic planning.
·         Budgeting and Forecasting:
o   Assisting in the preparation of annual budgets and periodic forecasts, using historical data and predictive modeling to inform business decisions.
o   Monitoring actual spending against budgeted forecasts and reporting variances to management.
·         Payroll Management:
o   Working with the Payroll provider to ensure all information is correct and timely
o   Liaise between employees and payroll provider as needed
·         Accounts Payable and Receivable:
o   Managing the process of invoicing clients and ensuring timely collections, including follow-ups on overdue accounts.
o   Processing vendor invoices, scheduling payments, and negotiating terms as necessary to manage cash flow.
·         Tax Compliance:
o   Assisting company’s accounting firm in preparing and filing tax documents, including tax returns, and other required filings.
o   Ensuring the company complies with all local, state, and federal tax regulations and deadlines.
·         Financial Analysis and Advice:
o   Conducting financial analysis to identify trends, opportunities for cost savings, and areas of financial risk.
o   Advising management on financial planning, risk management, and investment strategies.
·         Cash Flow Management:
o   Monitoring and managing the company’s cash flow to ensure there are sufficient funds available to meet the operational needs and strategic objectives.
o   Implementing cash management strategies to optimize liquidity.
·         Internal Controls and Audit:
o   Establishing and maintaining internal controls to safeguard financial assets and ensure the integrity of financial information.
o   Coordinating with external auditors for annual audits and addressing any audit findings related to financial processes and records.
·         Strategic Financial Management:
o   Participating in strategic planning and decision-making processes, providing financial insights that influence the company’s direction.
o   Evaluating new business opportunities, including potential investments or expansion plans, from a financial perspective.
·         Communication Management:
o   Handling incoming and outgoing communications (emails, phone calls, mail).
o   Scheduling and coordinating meetings and appointments.
o   Liaising with clients, staff, and suppliers.
·         Document and Record Keeping:
o   Managing, organizing, and updating relevant data using database applications.
o   Creating and maintaining company documentation and reports.
o   Filing and organizing documents, both electronic and paper.
·         Human Resources Support:
o   Assisting with the hiring process (scheduling interviews, initial resume screening).
o   Managing employee records and tracking staff availability.
o   Coordinating staff training sessions and team-building events.
·         Event Planning and Coordination:
o   Organizing company events, meetings, and employee team building activities.
o   Coordinating logistics for company participation in conferences and trade shows.
·         Administrative Support:
o   Providing general support to visitors.
o   Assisting the management team in daily administrative tasks.
o   Ensuring the smooth operation of the office environment.
Requirements
Skills:
·         Proficiency in QuickBooks:
In-depth knowledge of QuickBooks for various accounting tasks such as invoicing, bookkeeping, and financial reporting.
Ability to troubleshoot common issues and perform regular maintenance within the QuickBooks software.
·         Financial Literacy:
Strong understanding of accounting principles, financial statements, and budgeting.
Experience with financial planning, analysis, and reporting.
·         Administrative Skills:
Excellent organizational and time management skills to handle a wide range of administrative duties efficiently.
Competency in document management, from creation to filing and storage, ensuring accuracy and confidentiality.
·         Communication Skills:
Strong verbal and written communication skills for dealing with clients, vendors, and internal teams.
Ability to present financial information clearly to non-financial colleagues.
Possess a friendly and energetic attitude
·         Attention to Detail:
Keen eye for detail to ensure accuracy
Ability to identify discrepancies in financial records and resolve them promptly.
·         Technology Savvy:
Proficiency in office productivity tools (e.g., Microsoft Office Suite, particularly Excel for financial analysis).
Comfortable learning and using new technology and software that may benefit the company.
·         Problem-Solving Skills:
Ability to analyze situations, identify potential problems, and implement effective solutions, especially related to financial processes.
·         Human Resources Support:
Basic knowledge of human resources practices, especially as they relate to payroll and benefits administration, which may interface with financial management.
·         Project Management Skills:
Basic project management skills to assist with coordinating company projects, especially those with significant financial components.
·         Ethical Judgment and Integrity:
Demonstrated high level of integrity and discretion when handling confidential financial information.
Commitment to ethical financial practices and compliance with laws and regulations.
Required Qualifications:
A degree from an accredited college/university
Minimum of 2 years of experience related to this position
Preferred Qualifications:
Experience working with IT Consulting firms
Certification in QuickBooks bookkeeping
Benefits
Health, dental, vision, 401k

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