Job Description:
The Director of Administration & Finance will serve as the senior financial leader for our company, with growth oportunity to provide strategic guidance and grow with us into CFO, while being deeply involved in hands-on day-to-day financial operations. With primary responsibility for planning, implementing, managing, and controlling all financial-related activities, this role includes overseeing accounting, finance, forecasting, strategic planning, general ledger management, billing, and month-end processing. Given our company's size, the position requires a balance of high-level leadership to guide the organization financially and tactical execution to handle routine tasks efficiently.
Basic Functions:
- Provide leadership in the development and continuous evaluation of short- and long-term strategic financial objectives.
- Ensure credibility of the finance group by providing timely and accurate analysis of budgets, financial trends, forecasts, and reports.
- Take a hands-on lead in developing, implementing, and maintaining comprehensive financial systems, including job costing and the general ledger.
- Direct and oversee all aspects of finance and accounting functions, including managing the team's daily activities.
- Evaluate and advise on the impact of long-range planning, new programs/strategies, and regulatory actions.
- Establish and maintain strong relationships with senior executives to identify needs and deliver business solutions.
- Provide executive management with advice on financial implications of business activities.
- Manage processes for financial forecasting, budgets, consolidation, reporting, accounts payable, accounts receivable, and billing cycles.
- Oversee the accounting system for consistency, accurate entry, and reporting; review batches and reports for validity, accuracy, and completeness.
- Monitor customer accounts for non-payments, delays, or irregularities, and perform follow-ups to ensure resolution.
- Provide recommendations to enhance financial performance and business opportunities.
- Ensure effective internal controls are in place for applicable federal, state, and local regulations.
- Assist in preparing invoices, processing employee time/expenses, conducting credit checks, and maintaining customer financial information in line of business and accounting systems.
Additional Duties and Responsibilities:
- Escalate financial, legal, partnership, budget, or accounting issues to executive leadership (e.g., COO or owner) as required.
- Coordinate the preparation of financial statements, reports, special analyses, and information.
- Identify areas for improvement, make suggestions for change, and seek opportunities to increase customer satisfaction.
- Conduct performance evaluations, mentor junior team members, and develop training programs to refine skills.
- Ensure consistency of accounting systems through creating, maintaining, and enforcing standards/procedures.
- Investigate and resolve customer inquiries related to billing and invoicing, keeping customers informed.
- Document internal processes and procedures related to duties.
- Maintain awareness of the organization's key services and emerging industry technologies through publications and online materials.
- Responsible for entering time and expenses in line of business or accounting systems as they occur; review and approve team submissions.
- Enter all work as activities or service tickets in relevant systems.
- Understand processes in line of business and accounting systems by completing assigned training.
Knowledge, Skills, and/or Abilities Required:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Experience in strategic planning, execution, and cross-functional management methods.
- Knowledge of contracting, negotiating, change management, financial and accounting reporting systems, and federal/state financial regulations.
- Solid understanding of general ledger accounts, accounts payable/receivable processes, and accounting software.
- Proficient in general office applications.
- Strong organizational, presentation, and customer service skills.
- Skill in strategic planning with the ability to think ahead and plan over a 1-3 year time span.
- Skill in preparing written communications and leading people to achieve results with a customer orientation.
- Interpersonal skills such as communication, active listening, and customer care.
- Ability to multi-task, adapt to changes quickly, and work in a fast-moving environment.
- Self-motivated with typing skills for quick, accurate data entry.
Educational/Vocational/Previous Experience Recommendations:
- BA/BS, preferably in Accounting, Finance, Business Administration, or a related field; MBA or CPA preferred.
- 5-7 years of accounting or finance experience.
- 3+ years of management experience, ideally in a small company setting.
The statements above are intended to describe the general nature and level of work being performed by people assigned to this job. Other duties may be assigned as needed.
