Finance & Administration Manager

Reports To: CFO

Position Type: Full-Time, hourly, non-exempt, hybrid

Organization Overview:

The Philadelphia Visitor Center Corporation (PVCC) provides access to all Philadelphia city has to offer—activities, tickets, reservations, and opportunities. Visitors can talk with the helpful, well-connected people at PVCC, and they’ll create unforgettable itineraries tailored to each tourists wishes. Through the main Visitor Center in Philadelphia’s Historic District to six other locations throughout the City, we welcome millions of visitors each year.

Position Summary

The Finance & Administration Manager serves as a vital operational support to the CFO, facilitating the day-to-day financial and administrative functions of the organization. This role is responsible for executing key processes—including full-cycle payroll, accounts payable processing, and customer invoicing—while ensuring high-quality data collection and record-keeping. Acting as the primary liaison for staff, the Finance & Administration Manager manages employee onboarding, benefits administration, and internal budget tracking, ensuring the financial team has the accurate information needed to support the organization’s mission.

Roles and Responsibilities

Personnel and Payroll Administration:

• • Facilitate the smooth onboarding of new employees, including coordinating with payroll systems and setting up necessary administrative access.
  • Establish and maintain employee accounts across payroll (ADP) and benefits platforms
  • Execute bi-weekly and special payroll cycles with high accuracy, including the management of tax withholdings, garnishments, and 403(b) contributions
  • File 1099 forms annually on a timely basis

Accounts Payable:

• • Vendor Invoice processing (via cloud-based financial operations platform)
  • Recording credit card transactions including managing and collecting supporting documentation for the transactions from the responsible staff members
  • Maintain digital records of financial transactions, ensuring that internal controls are followed.

Revenue Cycle Management:

• • Manage customer invoicing
  • Accurately record bank deposits in the accounting software
  • Monitor and analyze receivables

Departmental Collaboration:

• • Manage Engagement & Experience Department internal budgeting and contracts with third parties
  • Manage various trackers including donor subledger; facilities rental payments; program sponsor list and payroll adjustments

Staff Relations & Operational Support

• • Quickly respond to staff inquiries regarding the status of vendor invoice processing, new hire onboarding and any other financial information needed by team members to facilitate completion of the responsibilities
  • Respond to employee inquiries regarding PTO and paycheck related information
  • Send reminders to staff to ensure timely submission of payroll, approvals for invoice payment and collection of supporting for credit card charges

Reporting

• • Prepare periodic budget-to-actual reports for individual departments and for full organization
  • Prepare monthly and quarterly grant reports for ongoing external grants including collection of Phlash statistics to include in reporting for related grants, on a timely basis.

Other duties as requested possibly including assisting with preparation of audit-related schedules and documentation as requested by the CFO. Assist in identifying opportunities to streamline administrative workflows and improve the organization’s financial responsiveness.

Other duties as assigned.

Required Qualifications

• • Education/Experience: Bachelor’s degree in Accounting, Business Administration, or a related field; 3+ years of experience in bookkeeping, office management, or administrative finance.
  • Nonprofit Knowledge: A foundational understanding of nonprofit financial practices (e.g., restricted vs. unrestricted funds) is strongly preferred.
  • Technical Proficiency: Proficiency in cloud-based accounting software (e.g., QuickBooks Online) and advanced Microsoft Excel skills (e.g. pivot tables).
  • Communication: Exceptional interpersonal skills; must be able to explain complex financial policies to staff members in a clear, friendly, and helpful manner.
  • Integrity: Unwavering commitment to confidentiality and the ethical handling of sensitive personnel and financial data.
  • Other required qualifications:
  • Experience with Quickbooks, ADP and Bill.com preferred
  • Ability to prioritize tasks and manage time effectively to meet deadlines
  • Ability to work productively in a fast-paced, dynamic environment
  • Ability to work independently and as part of a team
  • Strong analytical and problem-solving skills
  • Excellent attention to detail and accuracy