Job Type Full-timeDescriptionAs a Finance Administrator, you will play a key role in maintaining financial and corporate governance standards across multiple entities, ensuring accuracy in bookkeeping, compliance with regulatory requirements, and effective management of accounts payable and fixed assets. You will interact with bank representatives, customers, suppliers and internal departments as needed, contributing to the overall efficiency of the organization. This role requires a blend of meticulous organizational skills and financial expertise to support the company's financial health and compliance.Major Responsibilities
- Collaborate with corporate attorneys to manage and update corporate records, including meeting minutes, bylaws, and board resolutions.
- Ensure compliance with all legal and statutory requirements, such as beneficial ownership information report requirements.
- Maintain Corporate Record Books
- Maintain detailed financial records for multiple small business entities
- Generate and email lease invoices monthly to tenants and apply payments accurately
- Track and report lease end dates and renewal option dates to management
- Perform annual calculations for CAM costs for applicable tenants
- Assist the Property Manager with reviewing repair and maintenance expenses
- Execute insurance and property tax accrual calculations and payments
- Track insurance renewals for vehicles and property
- Review and record utility costs for accuracy, categorizing them correctly as Landlord or CAM expenses, and report issues to the Property Manager
- Validate accounts payable invoices for accuracy, acquire necessary approvals, and ensure accurate recording
- Verify invoices for accurate sales and use tax application
- Monitor and record property improvements in compliance with IRS guidelines
- Manage mortgage loan payment recording according to the amortization schedule
- Review banking and credit card transactions monthly and reconcile accounts and resolve questionable transactions by identifying and resolving disputes
- Process and reconcile inter-company transactions monthly
- Support in preparing financial reports and reconciling accounts for month-end, quarter-end, and year-end reporting
- Ensure compliance and maintain a system for customer and supplier tax documentation, such as W-9 and State Tax Certificates
- Oversee annual 1099 reporting and 1098 reconciliations for multiple entities
- Foster vendor relationships and serve as the primary contact for phone and email inquiries from suppliers
- Assist with accounts payable, obtaining proper internal approvals, ensuring invoices are processed accurately and on time
- Assist in identifying, recording, and valuing capital projects, as well as reconciling and reporting capital work in progress
- Review and update the detailed schedule of fixed assets and accumulated depreciation
- Track company expenditures for fixed assets in comparison to the capital budget and management authorizations
RequirementsMinimum Qualifications:
- Bachelor's degree in Accounting, Finance, Business Administration, related field or experience equivalency
- Proven experience in a financial administration role within a small or mid-size business environment
Minimum Competencies:
- Proficient in Microsoft Office Suite, particularly Excel, Word, and PowerPoint.
- Strong understanding of confidentiality, corporate governance, tax compliance, and general bookkeeping practices.
- Proficient with accounting software (QuickBooks, Epicor or other accounting software)
- Excellent communication skills with the ability to interact with people at all levels
- Attention to detail and strong organizational skills
- Ability to work independently, manage established processes and meet multiple deadlines
Salary Description $50,000 - $65,000