Finance Administrator

Position Overview
The Finance Administrator is the engine room of the Finance department. Reporting to the Finance Coordinator, this role owns the day-to-day accounts payable cycle, the finance inbox, and the recurring bookkeeping and reconciliation work that keeps our books accurate and current.
This is a high-volume, detail-driven role. Success looks like invoices entered accurately and on schedule, a finance inbox that never backs up, vendors paid on time with clean documentation, and reconciliations that are complete before the Finance Coordinator begins the month-end close. The person who thrives here is methodical, unbothered by repetition, and takes visible pride in a tidy set of books.
This role is the primary training ground for the Finance department and is structured to grow into broader accounting responsibility over time.

Roles and Responsibilities
Accounts Payable
-Receive, review, code and enter all vendor invoices into QuickBooks Online on a weekly cadence
-Attach complete backup documentation to every transaction so each entry is audit-ready without follow-up
-Route invoices to the correct venue and department approver
-Track vendor credits and confirm they are applied against subsequent statements
-Flag pricing changes, duplicate billing and statement discrepancies to the Finance Coordinator for resolution

Payment Execution
-Execute approved payment runs: print, cut and distribute checks, and release approved ACH and card payments
-Process weekly contractor and DJ invoices
-File remittance advice and payment confirmations, and respond to vendor payment status inquiries
-Maintain the check register and payment log across all entities

Finance Inbox and Vendor Correspondence
-Own the company finance inbox as first line of response: triage, file, route and clear daily
-Escalate billing disputes, statement reconciliations and pricing discussions to the Finance Coordinator with the supporting documentation already assembled
-Prepare and submit chargeback responses with supporting documentation, and track outcomes

Reconciliation and Close Support
-Perform monthly credit card reconciliations across all entities and all cardholders
-Assemble monthly report packages and supporting schedules to the deadlines set in the close calendar
-Investigate and clear routine reconciling items; escalate anything unresolved

Administration
-Maintain the finance filing structure so records are complete, consistently named and retrievable
-Document and keep current the standard operating procedures for the tasks owned by this role
-Support finance projects, systems migrations and other duties as assigned

Qualifications
-1–3 years of accounts payable, bookkeeping or general accounting experience; hospitality or multi-unit experience is a strong plus
-Associate's or Bachelor's degree in Accounting, Business Administration or a related field, or equivalent practical experience
-Working knowledge of QuickBooks Online, or demonstrated ability to learn an accounting system quickly
-Strong Excel and Google Sheets skills
-Exceptional attention to detail and accuracy with high-volume, repetitive data entry
-Organized and deadline-driven, with the ability to hold a recurring weekly and monthly schedule without prompting
-Clear, professional written communication — this role represents the company to every vendor we work with
-Discretion and sound judgment in handling confidential financial information
-Comfortable asking questions and escalating early rather than guessing

Hours of Work
Endeavour for a 40 – 50 hr work week. Due to the demands of the business and the role there will be cases of overtime where required.
Given the nature and demands of the role there is an expectation to be present for leadership meetings and periodic presence at the venues. We are committed to ensuring a sustainable work life balance.

Compensation
$25.00 – $30.00 per hour. Hourly for the first 90 days, reassessed at the completion of the probationary period.
Benefits & Perks: Health Insurance, Dental Insurance, Vision Insurance, Commuter Benefits, Dining Discounts

Tuxedo Hospitality is an equal opportunity employer. All applicants will be considered for employment. We are committed to an inclusive work environment and value its constant evolution within our business practices.