Finance Administrator

About the role

The Finance Administrator is the engine room of the Finance department. Reporting to the Finance Coordinator, this role owns the day-to-day accounts payable cycle, the finance inbox, and the recurring bookkeeping and reconciliation work that keeps our books accurate and current. This is a high-volume, detail-driven role. Success looks like invoices entered accurately and on schedule, a finance inbox that never backs up, vendors paid on time with clean documentation, and reconciliations that are complete before the Finance Coordinator begins the month-end close. The person who thrives here is methodical, unbothered by repetition, and takes visible pride in a tidy set of books. This role is the primary training ground for the Finance department and is structured to grow into broader accounting responsibility over time.

Responsibilities

• Receive, review, code and enter all vendor invoices into QuickBooks Online on a weekly cadence
• Attach complete backup documentation to every transaction so each entry is audit-ready without follow-up
• Route invoices to the correct venue and department approver
• Track vendor credits and confirm they are applied against subsequent statements
• Flag pricing changes, duplicate billing and statement discrepancies to the Finance Coordinator for resolution
• Execute approved payment runs: print, cut and distribute checks, and release approved ACH and card payments
• Process weekly contractor and DJ invoices
• File remittance advice and payment confirmations, and respond to vendor payment status inquiries
• Maintain the check register and payment log across all entities
• Own the company finance inbox as first line of response: triage, file, route and clear daily
• Escalate billing disputes, statement reconciliations and pricing discussions to the Finance Coordinator with the supporting documentation already assembled
• Prepare and submit chargeback responses with supporting documentation, and track outcomes
• Perform monthly credit card reconciliations across