Operations & Financial Administrator

Financial and Operations Administrator

This role offers a unique opportunity to learn both finance and operations inside a fast-growing, systems-driven company where processes are well documented, responsibilities are clear, and improvements are adopted and welcomed. While the company values structure and consistency, the role itself is dynamic—flexing between financial operations and people operations as business needs change.

The Financial and Operations Administrator supports both Financial Operations (accounts payable and administrative accounting support) and People Operations (onboarding and workforce administration). Success in this position requires attention to detail, sound judgment, and the ability to shift focus smoothly between disciplines while maintaining accuracy, follow-through, and effective execution.

This role is ideal for someone who enjoys variety within a structured environment and can confidently reprioritize as demands evolve.

CORE RESPONSIBILITIES Financial & Accounts Payable Administration

• Assist with vendor setup and maintenance of vendor records, including obtaining W-9 information and providing tax-exempt information as warranted.
• Receive, review, and process vendor invoices and payment requests, ensuring proper coding to the general ledger and project/job cost structures.
• Match invoices to purchase orders, contracts, subcontracts, and payment applications; verify approvals and supporting documentation before payment.
• Prepare and execute payment runs (ACH, wire, check).
• Serve as a key point of contact for vendor inquiries; reconcile vendor statements, resolve discrepancies, and issues in a timely and professional manner.
• Support the month-end AP close.
• Contribute to process improvements, documentation of AP policies, and adoption of automation and workflow enhancements.

People Operations & Onboarding Administration

• Post job openings and manage applicant flow
• Screen resumes and conducts first-pass phone screens
• Schedule interviews and manage candidate communications
• Prepare draft offer letters and route for approval
• Send and track DocuSign offers and onboarding documents
• Initiate background checks and drug screenings
• Enter and maintain employee records in HRIS/PEO systems
• Train to collect I-9 documentation and support E-Verify processing
• Set up timekeeping, benefits eligibility, and PTO accruals
• Track onboarding completion, training, attendance, and PTO
• Maintain complete electronic employee files

SYSTEMS & PROCESS IMPROVEMENT

• Maintain SOPs and checklists
• Identify automation and efficiency improvements
• Ensure data consistency across systems

WEEKLY HOURS ESTIMATE (Flexes with month end and hiring requirements)

• People Ops: 22–25 hrs
• AP/Admin: 18–22 hrs
• Total: ~40–45 hrs