Role Summary
- We are looking for someone to help us grow! Zadoon is a small team today, and we're building the systems and structure to grow well beyond that. This role is one of the foundational hires that makes that growth possible: the person who ensures our finance and people infrastructure can scale with us.
- This role owns the day-to-day execution and accuracy of finance and people operations. It ensures payroll runs correctly, QuickBooks reflects reality, Salesforce and QuickBooks align on gross profit, payments are made with proper approvals, and month-end close is predictable and trusted.
- This role serves as the internal hub for people operations. You will be responsible for hiring, onboarding, employee documentation, benefits coordination, and day-to-day people-related questions—helping employees feel supported while keeping the company compliant, organized, and aligned.
Key Responsibilities
Accounting and Reporting
- Own end-to-end finance inbox intake, ensuring receipts, invoices, wires, and reimbursements are documented, categorized, and resolved promptly.
- Coordinate vendor payments end-to-end, including invoice intake, approvals, recurring payments, W-9 collection, and issue resolution.
- Perform ongoing bank, credit card, and balance sheet reconciliations to maintain accurate cash, liability, and prepaid balances.
- Reconcile Salesforce and QuickBooks gross profit, investigate discrepancies, and support GP-based bonus calculations and reporting.
- Own month-end financial reporting, including preparation and review of the P&L and balance sheet, and present completed reports to leadership with clear insights, observations, and recommendations.
- Manage sales tax review and filing, journal entries, and audit coordination.
- Lead projects to streamline expense management (Ramp), enhance revenue and expense tracking (Salesforce/QBO integration), and improve cost visibility and P&L management.
- Maintain accurate and current records in QuickBooks Online, including transaction coding, documentation, recurring entries, and chart-of-accounts hygiene.
- Manage banking activities including ACH and wire payments, cash management, positive pay, bank relationships, and payment security controls
- Develop and maintain internal controls that ensure financial accuracy, approval workflows, segregation of duties where practical, and compliance with company policies.
- Ensure machine-related income, expenses, and inventory are properly classified and supported for reporting, insurance, and compliance purposes.
- Prepare and support month-end, quarter-end, and year-end close activities.
- Ensure all balance sheet accounts, including inventory, payroll liabilities, sales tax, prepaids, and insurance-related accounts, are reconciled and reviewed prior to CPA handoff.
- Partner with leadership and external CPAs to provide accurate financial data, schedules, and reconciliations.
- Analyze and explain financial variances, identifying root causes and recommending corrective actions.
- Coordinate same-day or priority payments when operationally required.
Human Resources
- Own and continuously improve the people systems that support hiring, onboarding, employee development, compliance, retention, and organizational health as Zadoon grows.
- Own the full employee lifecycle from recruiting through offboarding, ensuring every stage is executed professionally, consistently, and in alignment with company values.
- Lead all recruiting activities, including maintaining job descriptions, posting openings, screening candidates, coordinating interviews, conducting reference checks, preparing offers, and delivering an exceptional candidate experience.
- Design, manage, and continuously improve structured onboarding programs that equip new employees for success, reinforce company culture, clarify expectations, and accelerate productivity.
- Administer end-to-end payroll, ensuring accuracy across wages, salaries, commissions, bonuses, reimbursements, benefit deductions, unpaid leave tracking, payroll journal entries, and reconciliation to QuickBooks.
- Own all employee benefits administration, including enrollments, life event changes, open enrollment, renewals, employee communications, vendor relationships, and ongoing employee support.
- Manage all bonus, incentive, and commission administration by coordinating calculations, validating supporting data, ensuring proper approvals, and maintaining accurate records.
- Serve as the primary resource for employee relations by answering day-to-day questions, coaching managers on policy application, documenting employee issues, maintaining confidentiality, and helping resolve workplace concerns professionally and consistently.
- Ensure compliance with all federal, state, and local employment requirements by maintaining I-9s, personnel files, handbook acknowledgments, policy updates, payroll documentation, required postings, benefits records, and audit-ready employee files.
- Develop and maintain company policies, employee handbook content, HR documentation, and Standard Operating Procedures to ensure consistency, compliance, and organizational continuity.
- Lead employee retention initiatives by coordinating performance review processes, employee feedback programs, recognition efforts, career development discussions, and engagement initiatives that strengthen culture and reduce turnover.
- Coordinate employee separations, including resignation and termination documentation, final payroll coordination, benefit notifications, exit interviews, equipment recovery, system access removal, and offboarding documentation.
- Maintain organizational clarity by ensuring job descriptions, reporting structures, role definitions, and accountability documents remain current as the company grows.
- Partner with leadership to identify organizational needs, recommend process improvements, support workforce planning, and help build scalable people systems that support long-term growth.
- Maintain audit-ready employee records, compliance documentation, insurance reporting support, and clearly documented SOPs across finance and people operations to ensure continuity, transparency, and reduced dependency on informal knowledge.
Why Zadoon?
For 18 years, Zadoon has built its reputation on integrity, strong relationships, and doing right by our customers, partners, and employees. Today we're a small, close-knit team supported by a small group of virtual assistants, with real momentum behind us. We're intentionally building the operational foundation for significant growth ahead, and this role isn't a support function on the sidelines of that growth — it's one of the people directly building it. The systems, controls, and processes you put in place here are the ones we'll scale on for years to come.
Integrity is not a slogan at Zadoon. It is how we operate every day, especially when decisions are hard or inconvenient. We expect people to do the right thing, communicate honestly, and take responsibility for their work and its impact.
We are deeply committed to our people, because our people are what make the company run. Support is real here, but so is challenge. We believe growth comes from being pushed beyond comfort, learning from mistakes, and turning those lessons into better judgment and stronger execution. Mistakes are not punished when they are owned. They are treated as stepping stones to doing things better next time.
Zadoon is a place where trust is given and accountability is expected. The people who thrive here are those who can be counted on to follow through, communicate clearly, and take ownership of their work without needing constant oversight. If you value integrity, personal growth, and real responsibility, you will find Zadoon to be a place where you can do meaningful work and grow in lasting ways.
Benefits
- $70,000-$85,000 annual salary range depending on experience
- 80 hours of annual paid leave, increasing with tenure
- 8 paid holidays
- Comprehensive health benefits with company contributions
- Dental and vision coverage paid for 100 percent
- Wellness reimbursement
- 401(k) with 3 percent safe harbor contribution by the company
- Discretionary bonuses
Job Type: Full-time
Pay: $70,000.00 - $85,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Experience:
- Human resources: 3 years (Preferred)
- Payroll: 5 years (Required)
- Accounting: 5 years (Required)
- QuickBooks: 5 years (Preferred)
- accounting management: 5 years (Preferred)
- Human resources management: 3 years (Preferred)
Ability to Commute:
- Crofton, MD 21114 (Required)
Work Location: Hybrid remote in Crofton, MD 21114
