Financial and Administrative Assistant

Financial and Administrative Assistant

Position Title: Financial and Administrative Assistant

Employment Type: Full-Time, Exempt

Location: Remote (100% Nationwide) Preferred in Huntsville, AL

Reports To: Executive Leadership

FLSA Status: To Be Determined Based on Final Compensation

Position Summary

The Financial and Administrative Assistant plays a critical dual role within our small business, serving as both the financial backbone and the administrative hub for executive leadership. This individual will manage day-to-day corporate financial operations using QuickBooks, coordinate and process invoicing for Federal government contracts through applicable government payment platforms, and ensure timely payment to subcontractors, consultants, and recurring vendors. In parallel, this role provides comprehensive administrative and operational support to senior leadership, contributing to the efficient and professional management of the business.

Key Responsibilities

Financial Management & Bookkeeping

• Maintain complete and accurate financial records for the company in QuickBooks, including accounts payable, accounts receivable, and general ledger entries.
• Reconcile bank and credit card accounts on a monthly basis and generate financial reports (P&L, balance sheet, cash flow) for leadership review.
• Track and manage corporate expenses, ensuring proper coding and categorization in accordance with contract requirements and company policies.
• Assist with budget preparation, forecasting, and year-end financial documentation in support of the external accountant or auditor.

Government Contract Invoicing

• Prepare, submit, and track invoices for Federal government contracts using applicable government invoicing platforms (e.g., IPP, Wide Area WorkFlow/WAWF, SAM.gov portals, or agency-specific systems).
• Ensure invoices comply with contract terms, FAR/DFAR requirements, and agency-specific billing guidelines, including proper documentation of deliverables and period of performance.
• Monitor invoice status and follow up with Contracting Officers or agency points of contact to resolve discrepancies and ensure timely payment.
• Maintain organized records of all contract invoices, modifications, and payment history for audit readiness.

Subcontractor & Vendor Payments

• Process payments to subcontractors and consultants in accordance with contractual flow-down terms and approved timesheets or deliverable submissions.
• Manage the payment calendar for all monthly recurring obligations, including software subscriptions, utilities, insurance, and other vendor accounts.
• Communicate professionally with subcontractors and vendors regarding payment status, W-9 requirements, and any necessary documentation.
• Assist in the preparation of annual 1099 filings by maintaining accurate records of vendor payments throughout the year.

Administrative Support

• Provide high-quality administrative support to executive leadership, including calendar management, meeting scheduling, travel coordination, and correspondence drafting.
• Prepare professional documents, presentations, and reports using Microsoft Office and Google Workspace tools.
• Organize and maintain digital filing systems (cloud-based), ensuring documents are version-controlled, accessible, and properly secured.
• Manage incoming communications, screen inquiries, and route or respond on behalf of leadership as appropriate.
• Support special projects, research tasks, and operational initiatives as assigned by leadership.

Required Qualifications

• Associate's or Bachelor's degree in Accounting, Business Administration, Finance, or a related field or equivalent combination of education and experience.
• Minimum of 35 years of combined experience in financial administration, bookkeeping, or accounting.
• Demonstrated experience with QuickBooks (Online or Desktop) for small business financial management.
• Familiarity with Federal government invoicing processes and at least one government payment platform (e.g., IPP, WAWF/iRAPT, or agency-specific portals).
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and Google Workspace (Gmail, Drive, Docs, Sheets, Calendar).
• Advanced Excel skills, including the ability to create and manage spreadsheets, formulas, pivot tables, and basic financial models.
• Excellent verbal and written communication skills with the ability to interface professionally with government clients, subcontractors, and executive leadership.
• Exceptional organizational skills, attention to detail, and the ability to manage competing priorities in a fast-paced remote environment.
• Ability to work independently with minimal supervision and exercise sound judgment and discretion with confidential information.

Preferred Qualifications

• Experience working with a small business or government contractor in a combined finance/admin capacity.
• Familiarity with Federal Acquisition Regulations (FAR) and basic compliance requirements for government contractors.
• Experience processing subcontractor invoices and supporting flow-down contract requirements.
• QuickBooks ProAdvisor certification or equivalent.
• Experience with project management or collaboration tools (e.g., Asana, Monday.com, Slack, or Teams).

Work Environment & Schedule

This is a full-time, fully remote position. The individual must have a reliable home office setup with high-speed internet access, a dedicated workspace, and the ability to participate in video conferencing. Standard business hours are expected, with occasional flexibility required to meet invoice submission deadlines or respond to time-sensitive matters. Some overlap with Eastern Time Zone business hours is preferred.

*Remote preferably located close to Huntsville, AL*

Compensation

Salary is commensurate with experience. The following ranges reflect the current nationwide market for this role based on experience level:

Band - Annual Salary - Profile

Entry - $48,000 $50,000 - 24 yrs experience; basic QuickBooks & admin skills

Mid-Level - $55,000 $63,000 - 47 yrs; federal invoicing experience; proficient in all required platforms (recommended target range)

Senior - $68,000 $75,000 - 7+ yrs; deep federal contracting/GovPay experience; executive support background

Note: The mid-level band of $55,000$68,000 represents the recommended target range for a qualified candidate with relevant federal contracting and QuickBooks experience. Additional benefits may include health insurance, paid time off, and professional development support, commensurate with company policy.