Description:
The Finance & Office Admin Executive is responsible for managing the daily operations of the finance department, maintaining office administration tasks, and ensuring the smooth functioning of financial procedures. This role plays a crucial part in supporting management with financial planning, budgeting, and reporting, while also overseeing administrative tasks to maintain an efficient workplace environment.
Key Responsibilities:
Finance Responsibilities:
- Bookkeeping and Financial Records: Maintain accurate records of financial transactions by establishing and enforcing company policies and procedures.
- Accounts Payable & Receivable: Manage the processing of invoices, receipts, payments, and other financial transactions.
- Budgeting and Forecasting: Assist in preparing the company’s annual budget, forecasting, and monitoring cash flow.
- Financial Reporting: Prepare monthly, quarterly, and annual financial reports for management review.
- Tax Compliance: Ensure the timely filing of tax returns, maintaining compliance with local, state, and federal tax regulations.
- Payroll Management: Process payroll, including employee benefits and deductions, ensuring accuracy and timely payments.
- Audit Preparation: Coordinate with external auditors to ensure smooth and timely completion of audits.
- Expense Management: Track and manage office expenses, ensuring proper documentation and approval processes.
Office Administration Responsibilities:
- Office Management: Oversee the day-to-day office operations, including maintaining office supplies, managing office equipment, and coordinating with service providers.
- Staff Support: Provide administrative support to staff, including travel arrangements, meeting scheduling, and correspondence.
- Vendor Management: Maintain relationships with vendors and suppliers, ensuring timely payments and service delivery.
- Document Management: Ensure proper filing, documentation, and archiving of company records, both physical and digital.
- Compliance: Ensure compliance with company policies and procedures, as well as relevant legal regulations.
Required Skills & Qualifications:
- Bachelor’s degree in Finance, Accounting, Business Administration, or related field.
- Proven experience in a finance and administrative role, preferably within a small to medium-sized enterprise.
- Strong knowledge of accounting principles, financial regulations, and office management procedures.
- Proficiency in accounting software (e.g., QuickBooks, Xero, Microsoft Dynamics).
- Excellent organizational and multitasking abilities.
- Strong attention to detail and accuracy.
- Excellent communication and interpersonal skills.
- Ability to handle confidential and sensitive information with discretion.
- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint).