Key Responsibilities:
Financial Management
Daily Tasks:
- Record company credit card and petty cash expenses in accounting software
- Input vendor bills for accounts payable
- Record and deposit incoming payments
- Email daily reconciliations and financial summaries to leadership
- Organize reimbursable expenses for tax documentation
- Coordinate with facility management regarding rent, maintenance, and service requests
- Manage IT and printing service providers for office operations
- Assist with additional tasks as needed
Weekly Tasks:
- Generate and deliver cash flow forecasts, bank reconciliations, and accounts receivable updates
- Follow up on outstanding client payments
- Compile weekly employee timesheet summaries
Monthly Tasks:
- Collaborate with leadership to project upcoming invoicing
- Issue client invoices for services and reimbursements
- Review and process staff expense reimbursements
- Settle recurring monthly bills
- Verify third-party service charges
- Reconcile all bank accounts
- Submit state sales tax returns
- Track employee hours per project
- Share accounting data with external tax professionals
- Onboard new clients into company systems and assign internal codes
Annual Tasks:
- Conduct year-end financial reconciliation and archive files
- Submit required tax documents (e.g., 1099 forms)
- Renew required business certifications
- Manage professional license renewals for company principals
- Oversee annual contract renewals for vendors and service providers
- Coordinate with accountant for corporate tax filings
Human Resources Support
As Needed:
- Book business travel and distribute travel funds
- Administer semi-monthly payroll
- Handle annual tax documentation for employees and contractors
- Support employees with payroll and benefits inquiries
- Manage time-off records and policy enforcement
- Oversee health insurance renewals and employee education
- Prepare offer letters and onboard new hires (HR systems, payroll, benefits, IT setup)
- Offboard departing employees across all systems and services
Office & Administrative Tasks
- Answer incoming phone calls
- Sort and distribute daily mail and deliveries
- Coordinate office clean-up and presentation ahead of special visits
- Provide general administrative support as needed
Marketing & Proposals
- Support proposal development and submission
- Assist in preparing marketing collateral and promotional materials
- Manage branded material inventory
- Collaborate with leadership on occasional special projects
Procurement Responsibilities
- Issue purchase orders and process vendor payments
- Coordinate procurement between team members, clients, and suppliers
- Maintain detailed tracking spreadsheets for purchases
- Expedite outstanding orders regularly
- Reconcile procurement budgets with purchase records
Key Qualifications:
- Bachelor’s degree in Business, Finance, or related field
- Proficient in QuickBooks (desktop and/or online) and Microsoft Office Suite
- Understanding of general business tax regulations
- Strong attention to detail and organizational skills
- High level of discretion and integrity
- Proactive, solutions-oriented mindset
- Capable of working independently without frequent supervision
- Strong interpersonal skills and the ability to maintain a collaborative work environment
- Ability to adapt to shifting priorities and unexpected challenges
What You Bring:
- A commitment to operational excellence and confidentiality
- A positive attitude and a willingness to go above and beyond
- Ownership of responsibilities with a problem-solving approach
- Ability to support a diverse team and maintain office morale
- Willingness to grow with the role and company over time