Financial Administrator

Job Description

Job Description

** Department: ** Finance / Accounting
** Reports To: ** Ownership

** Employment Type: ** Full-time Administrative level Position

** Position Summary **

The Finance Administrator is responsible for the accurate execution, control, and documentation of day-to-day financial operations. This role ensures that financial data is complete, compliant, and reliable, supporting management decision-making and safeguarding company assets.

The position requires high attention to detail, strong accounting fundamentals, strict adherence to internal controls, and the ability to manage recurring deadlines (month-end, quarter-end, year-end).

Core Functional Responsibilities (Specific Needs)

** 1. Accounting Operations (Daily / Weekly)**

· Process accounts payable: verify invoices, code expenses correctly, obtain approvals, and ensure timely payments.

· Manage accounts receivable: issue invoices, apply payments, follow up on outstanding balances.

· Maintain general ledger accuracy, including:

o Journal entries

o Account reconciliations

o Variance identification and correction

· Ensure transactions are recorded in accordance with GAAP (or applicable standards).

** Expectation: ** Zero tolerance for unsupported or undocumented entries.

2. Month-End & Period Close Support

· Prepare and reconcile:

o Bank accounts

o Credit card accounts

o Accrued expenses

o Prepaid expenses

· Assist with month-end close timelines and deliverables.

· Produce preliminary financial schedules for review (P&L support, balance sheet detail).

Expectation: All reconciliations completed accurately and on schedule, with clear audit trails.

** 3. Budgeting & Expense Control **

· Track actual spend against approved budgets.

· Flag variances and unusual activity proactively.

· Support department leaders with budget inquiries and reporting.

Expectation: Proactive communication of budget risks or overruns.

** 4. Payroll & Employee-Related Finance **

· Coordinate payroll processing (in-house or with an external provider)

· Validate payroll data for accuracy (hours, deductions, benefits).

· Maintain payroll records and support payroll audits.

** Expectation: ** Payroll processed accurately and confidentially, without delays.

** 5. Compliance & Internal Controls **

· Enforce company financial policies and approval matrices.

· Maintain segregation of duties.

· Support internal and external audits by preparing requested documentation.

· Ensure compliance with tax, regulatory, and reporting requirements as assigned.

** Expectation: ** Audit-ready documentation always.

6. Financial Systems & Data Management

· Operate and maintain finance systems (ERP, accounting software).

· Ensure data integrity across systems.

· Support system improvements, upgrades, or process automation initiatives.

** Expectation: ** Finance systems are accurate, secure, and efficiently used.

** 7. Reporting & Communication **

· Prepare routine financial and operational reports.

· Respond to internal stakeholder inquiries (HR, Operations, Management).

· Communicate financial issues clearly and professionally.

** Expectation: ** Clear, timely, and professional communication with non-finance staff.

** Required Qualifications **

** Education **

· Bachelor’s degree in finance ** , Accounting, Business Administration ** , or related field or length of experience.

** Experience **

· 2–5 years of experience in accounting, finance administration, or similar corporate finance roles.

· Demonstrated experience with:

o AP/AR

o Reconciliations

o Month-end close

** Technical Skills **

· Proficiency in accounting software (e.g., QuickBooks, NetSuite, Oracle, SAP , or similar).

· Strong Excel skills (pivot tables, lookups, basic formulas).

· Understanding of accounting principles and financial controls.

Critical Competencies (Best-Practice Expectations)

** Attention to Detail **

· Ability to detect discrepancies and errors before they impact reporting.

** Process Discipline **

· Follow's documented procedures consistently.

· Documents new or updated processes clearly.

** Confidentiality & Integrity **

· Handles sensitive financial and payroll information with discretion.

** Time Management **

· Manages multiple recurring deadlines without supervision.

** Problem-Solving **

· Identifies root causes of financial issues and proposes solutions.

** Preferred (Value-Add) Qualifications **

· CPA, CMA, or similar certification (or in progress or applicable experience).

· Experience with audits or compliance reporting.

· Ability to answer questions and give feedback as requested

· ERP implementation or system migration experience.

** Performance Metrics (How Success Is Measured)**

· Accuracy of financial records and reconciliations

· On-time completion of close activities

· Audit findings (minimal or none)

· Budget variance identification and resolution

· Responsiveness to internal stakeholders

· Compliance with policies and controls

\nCompany Description

We are a rising construction and logistics 3PL company and we are very good at it. We value hard work and commitment and know how to recognize real talent for long term career growth. Come build with us.

Company Description

We are a rising construction and logistics 3PL company and we are very good at it. We value hard work and commitment and know how to recognize real talent for long term career growth. Come build with us.