Department: Administration / Finance

Reports To: CEO / President / Board Chair

Employment Type: Full-Time

Classification: Exempt

Location: Birmingham, AL (In-Office)

POSITION SUMMARY

The Administration & Finance Manager is responsible for overseeing the

company's day-to-day administrative operations while managing core

bookkeeping, accounts payable and receivable, payroll coordination, human

resources administration, and office functions.

This position serves as a key administrative partner to company leadership and is

expected to maintain accurate financial and employee records, ensure timely

completion of administrative responsibilities, and help create an organized,

efficient, and professional office environment.

The ideal candidate is highly organized, detail-oriented, trustworthy, proactive,

and comfortable managing multiple priorities with minimal supervision.

PRIMARY RESPONSIBILITIES

1. Bookkeeping & Financial Administration

●Manage accounts payable and accounts receivable.

●Enter and process vendor invoices, bills, receipts, and payments.

●Monitor outstanding customer balances and assist with collections.

●Reconcile bank, credit card, and other financial accounts on a regular basis.

●Maintain accurate and organized financial records.

●Manage and maintain sales and other taxes.

●Maintain companies Insurances, property, auto and workers comp

●Assist with monthly and year-end financial close procedures.

●Prepare routine financial reports and summaries for management.

●Maintain vendor records and assist with vendor communications.

●Review invoices for accuracy, proper coding, and appropriate approval.

●Ensure financial documents are properly filed and readily accessible.

●Maintain and manage company P&L

●Coordinate with the company's CPA, accountant, or other financial

professionals for tax prep as needed.

●Maintain confidentiality of all the company financial information.

2. Human Resources & Payroll

●Coordinate and process payroll accurately and on schedule.

●Manage and maintain payroll taxes.

●Maintain confidential employee personnel files and records.

●Assist with new-hire onboarding and required employment documentation.

●Maintain employee information in payroll and HR systems.

●Track employee hours, PTO, attendance, and other payroll-related information.

●Assist with employee benefits administration.

●Coordinate required employee forms and documentation.

●Assist management with implementation and administration of company policies.

●Maintain confidentiality regarding employee compensation and personnel matters.

●Assist with employee communications and general HR administrative needs.

●Coordinate with outside payroll, benefits, insurance, or HR providers when necessary.

3. Office Administration

●Manage day-to-day office administrative operations.

●Order office supplies, equipment, and other business materials.

●Maintain appropriate office and administrative inventory.

●Coordinate schedules, meetings, appointments, and internal

communications.

●Maintain organized electronic and physical filing systems.

●Assist management with correspondence, reports, documents, and other

administrative projects.

●Coordinate office vendors and service providers.

●Help establish and maintain efficient administrative procedures.

●Serve as a professional point of contact for employees, vendors,

customers, and business partners.

●Identify administrative inefficiencies and recommend improvements.

4. Management Support

●Provide administrative and financial support to the CEO, President and

Board Chair

●Prepare reports, schedules, spreadsheets, and other information

requested by management.

●Assist with budgeting, forecasting, and financial planning.

●Monitor recurring expenses and administrative costs.

●Help management maintain appropriate documentation and internal

controls.

●Take ownership of assigned projects and follow them through to

completion.

●Maintain a high level of discretion when handling confidential company

information.

QUALIFICATIONS

Required Qualifications

●2+ years of experience in bookkeeping, accounting, office management,

HR administration, or a related field.

●Strong knowledge of accounts payable and accounts receivable.

●Experience with payroll processing and employee record keeping.

●Strong organizational and time-management skills.

●Excellent attention to detail and accuracy.

●Proficiency with Quickbooks, Microsoft Office, particularly Excel.

●Ability to maintain confidentiality and exercise sound judgment.

●Strong written and verbal communication skills.

●Ability to work independently and prioritize competing responsibilities.

●Professional and dependable work ethic.

Preferred Qualifications

●Experience managing bookkeeping and administrative functions for a small or mid-sized business.

●Experience with QuickBooks software.

●Experience with payroll and HR software.

●Experience working directly with company owners or senior management.

●Basic understanding of financial statements and business accounting.

●Associate's or bachelor's degree is a bonus but not required in Accounting, Business Administration, Finance, Human Resources, or a related field.

Additional Details

REPORTING STRUCTURE

CEO / President / Board Chair

↓

Administration & Finance Manager

↓

Coordinates with:

●Employees

●Department Managers

●Vendors

●Customers

●Payroll/HR providers

●CPA/Accounting firm

●Insurance and benefits providers

The Administration & Finance Manager may coordinate or oversee outside administrative service providers but will report directly to the CEO / President /Board Chair

PERFORMANCE EXPECTATIONS

The successful candidate will be expected to:

Financial Accuracy

●Maintain accurate bookkeeping records.

●Process invoices and payments accurately and within established deadlines.

●Complete bank and credit card reconciliations on schedule.

●Identify and resolve discrepancies promptly.

●Maintain organized financial documentation.

Payroll & HR

●Ensure payroll information is accurate and submitted according to established deadlines.

●Maintain complete and confidential employee records.

●Complete onboarding documentation accurately and promptly.

●Keep employee and payroll information current.

Administrative Efficiency

●Maintain an organized and professional office environment.

●Complete administrative responsibilities within established deadlines.

●Anticipate routine administrative needs rather than waiting for direction.

●Develop and recommend improvements to office procedures.

Communication

●Respond promptly and professionally to employees, customers, vendors, and management.

●Communicate potential problems to management before they become significant issues.

●Maintain clear documentation and follow-up on outstanding matters.

Accountability

●Take ownership of assigned responsibilities.

●Meet established deadlines consistently.

●Protect confidential company, financial, and employee information.

●Demonstrate sound judgment and professionalism.

●Work independently while keeping management appropriately informed.

KEY PERFORMANCE INDICATORS (KPIs)

Performance may be evaluated using the following measures:

●Payroll processed accurately and on time.

●Bank and credit card reconciliations completed monthly.

●Accounts payable processed within established payment schedules.

●Accounts receivable monitored and followed up consistently.

●Financial records maintained accurately and completely.

●Employee files maintained accurately and confidentially.

●New-hire paperwork completed promptly.

●Administrative requests completed within established deadlines.

●Reduction of bookkeeping and administrative errors.

●Timely identification and resolution of financial discrepancies.

●Vendor and customer issues addressed promptly.

●Consistent improvement in office organization and administrative efficiency.

COMPENSATION & BENEFITS

Salary Range: $55,000–$70,000 per year, based on experience, qualifications, and

demonstrated ability.

The company offers a comprehensive benefits package that includes:

●Paid time off

●Paid holidays

●Health insurance

●Performance-based compensation or bonus opportunities

●Professional development opportunities

Benefits are subject to company policy and eligibility requirements.

SUCCESS IN THIS ROLE

Success in this position means that leadership can rely on the Administration

& Finance Manager to keep the company's financial records organized, payroll and

HR administration running smoothly, and the office operating efficiently.

The person in this role should ultimately become a trusted operational resource

who identifies problems, takes initiative, and solves issues before they require

management's attention.

Equal Employment Opportunity

The company is committed to providing equal employment opportunities to all

qualified applicants and employees in accordance with applicable federal, state,

and local laws.