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Key Responsibilities and Required Skills for a Financial Administrator

💰 $60,000 - $85,000

FinanceAdministrationAccountingBookkeeping

🎯 Role Definition

The Financial Administrator is a pivotal member of the finance department, entrusted with the day-to-day management of our financial transactions and procedures. This individual will handle a comprehensive range of duties including full-cycle accounts payable/receivable, payroll administration, bank reconciliations, and the preparation of key financial reports. The ideal candidate will be the guardian of our financial data integrity, ensuring all records are precise and current. You will work closely with the Financial Controller to enforce robust internal controls, streamline processes, and provide the financial insights necessary for strategic decision-making. This position demands exceptional accuracy, unwavering integrity, and a collaborative spirit to effectively partner with all departments.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Junior Accountant
  • Accounts Payable/Receivable Clerk
  • Bookkeeper

Advancement To:

  • Senior Financial Administrator
  • Staff Accountant / Senior Accountant
  • Financial Analyst
  • Finance Manager

Lateral Moves:

  • Payroll Specialist
  • Compliance Analyst

Core Responsibilities

Primary Functions

  • Manage the complete accounts payable cycle, from receiving and verifying invoices to securing approvals, processing payments, and resolving vendor discrepancies.
  • Oversee the full accounts receivable process, including generating accurate and timely invoices, diligently tracking customer payments, and executing collections strategies on overdue accounts.
  • Process bi-weekly or semi-monthly payroll for all employees, ensuring precise calculation of wages, overtime, commissions, and deductions in compliance with federal and state regulations.
  • Conduct daily and monthly bank reconciliations for multiple accounts to ensure all transactions are accounted for and to identify and resolve any discrepancies promptly.
  • Prepare, analyze, and distribute monthly financial statements, including the balance sheet, income statement, and statement of cash flows, for management review.
  • Maintain the general ledger by preparing and posting journal entries, ensuring all financial transactions are accurately recorded in accordance with Generally Accepted Accounting Principles (GAAP).
  • Assist senior management with the annual budgeting and forecasting process by gathering historical data, preparing detailed schedules, and collaborating with department heads.
  • Support the year-end audit process by preparing audit schedules, providing all necessary documentation and explanations, and serving as a key point of contact for external auditors.
  • Administer and reconcile all corporate credit card expenses and employee expense reports, ensuring adherence to company travel and expense policies before processing reimbursements.
  • Monitor company cash flow and liquidity, preparing regular cash flow reports and forecasts to support treasury management and strategic financial planning.
  • Manage fixed asset records, including tracking acquisitions and dispositions, maintaining the fixed asset register, and calculating monthly depreciation and amortization.
  • Prepare and file various tax forms, including sales and use tax, property tax, and support the preparation of federal/state income tax returns, ensuring timely compliance.
  • Develop, document, and implement financial policies and internal control procedures to improve operational efficiency and strengthen the company's financial integrity.
  • Act as the primary administrator for the accounting system (e.g., QuickBooks, NetSuite, SAP), ensuring data integrity and assisting staff with system-related queries.
  • Generate and customize ad-hoc financial reports and analyses as requested by leadership to support critical business decisions, project evaluations, and strategic initiatives.
  • Reconcile all balance sheet accounts on a monthly basis, providing detailed supporting documentation and clear explanations for all outstanding balances.
  • Manage vendor relationships, including new vendor setup, W-9 collection, contract verification, and serving as the main point of contact for payment inquiries.
  • Liaise with the Human Resources department on payroll-related matters, such as new hires, terminations, salary adjustments, and benefits administration.
  • Participate actively in the month-end, quarter-end, and year-end closing processes, ensuring all tasks are completed accurately and within established deadlines.
  • Analyze financial performance against budget and forecast, identifying key variances, investigating the root causes, and communicating findings to relevant stakeholders.

Secondary Functions

  • Assist in the preparation of materials and presentations for senior leadership and board of directors meetings.
  • Support the evaluation, implementation, and continuous improvement of financial software and enterprise resource planning (ERP) systems.
  • Provide general administrative support to the finance department as needed, including organizing financial documents, managing correspondence, and scheduling meetings.
  • Participate in special cross-functional projects and perform ad-hoc financial analyses as assigned by the Finance Manager or Controller.

Required Skills & Competencies

Hard Skills (Technical)

  • Accounting Software Proficiency: Extensive experience with accounting platforms such as QuickBooks Online/Desktop, NetSuite, SAP, or Oracle.
  • Advanced Microsoft Excel: Mastery of Excel, including pivot tables, VLOOKUP, SUMIF, and complex formula creation for data analysis and reporting.
  • Financial Reporting: Proven ability to prepare and interpret key financial statements (Balance Sheet, P&L, Cash Flow).
  • GAAP Knowledge: Strong understanding of U.S. Generally Accepted Accounting Principles and their practical application.
  • Payroll Processing: In-depth knowledge of payroll systems (e.g., ADP, Paychex) and associated state and federal regulations.
  • Bookkeeping Expertise: Solid command of full-cycle bookkeeping, including general ledger maintenance and reconciliations.
  • Accounts Payable/Receivable Management: Demonstrable skill in managing both AP and AR workflows efficiently.

Soft Skills

  • Exceptional Attention to Detail: A meticulous nature with a commitment to accuracy and precision in all tasks.
  • Organizational & Time Management: Superior ability to prioritize a high-volume workload, manage multiple deadlines, and maintain order in a fast-paced environment.
  • Problem-Solving Acumen: Proactive in identifying issues, analyzing complex financial data, and developing effective solutions.
  • Communication Skills: Excellent written and verbal communication skills, with the ability to clearly articulate financial information to non-financial colleagues.
  • Integrity & Discretion: Unquestionable personal integrity and the ability to handle confidential and sensitive financial information with the utmost discretion.

Education & Experience

Educational Background

Minimum Education:

  • Associate's Degree or equivalent professional certification (e.g., Certified Bookkeeper).

Preferred Education:

  • Bachelor's Degree.

Relevant Fields of Study:

  • Accounting
  • Finance
  • Business Administration

Experience Requirements

Typical Experience Range:

  • 3-5 years of progressive experience in an accounting or financial administration role.

Preferred:

  • Experience in a similar role within a fast-paced, high-growth corporate environment is highly desirable. Prior experience supporting external audits is a significant plus.
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