Finance Office Admin

Job Overview

Search Solution Group is seeking a Finance Office Admin on behalf of our client, a commercial architecture firm.

The Finance Office Admin serves as a key contributor to both the financial operations and day-to-day administrative functions of the organization. This role is responsible for supporting accounting activities including accounts payable, accounts receivable, payroll, reconciliations, budgeting, and financial reporting, while also providing office management and customer service support. The ideal candidate is highly organized, detail-oriented, proficient in QuickBooks, and comfortable interacting with both employees and clients in a professional office environment.

Key Responsibilities

• Process and enter accounts payable invoices accurately and in a timely manner.
• Record accounts receivable payments, deposit checks, and maintain payment records.
• Monitor cash balances and assist with cash flow projections.
• Prepare and process weekly check runs.
• Review and enter current check payments into financial systems.
• Manage employee timesheets, review for accuracy, and update records as needed.
• Process payroll through QuickBooks and ensure timely payroll administration.
• Support project invoicing and billing activities.
• Perform monthly bank reconciliations and maintain accurate financial records.
• Complete credit card reconciliations and assist with expense tracking.
• Prepare month-end financial reports and supporting documentation.
• Assist with estimated tax payments and payroll tax administration.
• Generate and maintain budget reports and financial tracking documents.
• Coordinate with external partners including insurance providers, accountants, and CPA firms.
• Assist with annual financial processes including W-2 and 1099 preparation.
• Support the development and implementation of annual budgets.
• Provide professional customer service to employees, clients, and visitors.
• Assist with office management functions and general administrative support as needed.

Requirements Include

Education:

• Associate’s degree in Accounting, Finance, Business Administration, or a related field preferred.
• Equivalent combination of education and relevant experience will be considered.

Experience:

• Previous experience in accounting, bookkeeping, office administration, or financial support roles required.
• Experience using QuickBooks for payroll, invoicing, accounts payable, and accounts receivable required.
• Office management experience preferred.
• Experience working with budgets, reconciliations, and financial reporting preferred.

Skills:

• Proficiency in QuickBooks.
• Accounts payable and accounts receivable processing.
• Payroll administration.
• Bank and credit card reconciliations.
• Budget tracking and financial reporting.
• Strong customer service and interpersonal skills.
• Excellent organizational and time management abilities.
• Strong attention to detail and accuracy.
• Microsoft Office Suite proficiency, particularly Excel.
• Ability to manage multiple priorities in a fast-paced environment.

Certifications:

• QuickBooks Certification preferred but not required.
• Accounting or bookkeeping certifications are a plus.

Knowledge:

• General accounting principles and financial processes.
• Payroll and payroll tax procedures.
• Accounts payable and accounts receivable management.
• Budgeting and cash flow monitoring.
• Financial reporting and reconciliation processes.
• Office administration best practices.
• Compliance requirements related to payroll and tax reporting.

Key Competencies

• Strong organizational and multitasking skills.
• High level of accuracy and attention to detail.
• Professional communication and customer service abilities.
• Dependability and accountability.
• Problem-solving and analytical thinking.
• Ability to maintain confidentiality with sensitive financial information.
• Initiative and self-motivation.
• Team-oriented mindset with a willingness to support multiple functions.
• Adaptability and flexibility in a dynamic office environment.
• Strong interpersonal skills and professionalism.