Provide daily administrative support to Company leadership
Manage and organize electronic records, calendars, and shared drives
Schedule meetings and prepare agendas and supporting materials
Develop, implement, and continuously improve office policies and procedures
Track organizational deadlines and ensure timely completion of administrative and compliance activities
Identify opportunities to improve workflows, efficiency, and organizational systems
Lead recruiting, hiring, and onboarding processes for new employees
Process bi-weekly payroll using Gusto
Ensure compliance with multi-state payroll tax and employment regulations
Monitor employee adherence to Company policies
Coordinate employee performance reviews, training, and professional development
Process employee status changes and terminations
Manage relationships with vendors and contractors, including onboarding
Oversee accounts payable in QuickBooks Online (QBO)
Prepare and file annual 1099s
Manage state tax payments and required financial reporting
Prepare and submit monthly grant and contract invoices with all required supporting documentation
Track software subscriptions and contract renewals
Record accounts receivable and monitor incoming payments
Track and reconcile Company credit card transactions
Maintain the weekly cash flow projection
Collaborate with the Fractional CFO and external CPA to ensure compliance with accounting, tax, and reporting requirements
Maintain complete, accurate, and audit-ready financial records

Bachelor's degree in Business Administration, Accounting, Finance, or a related field
3–5 years of experience in an administrative, HR, finance, or operations management role
Strong understanding of HR processes, payroll administration, and accrual accounting
Experience with QuickBooks Online, payroll systems, and paperless office environments
Technical Skills: Experience using Gusto, QuickBooks Online, or comparable systems
Advanced proficiency with Google Workspace (especially Google Sheets) and Microsoft Office (Word and Excel)

Office Manager, Finance Manager

Key skills