Business Operations Support Specialist
1 day ago
This is a high-trust role that plays a key part in supporting finance, people operations, and administrative efficiency across the business.
- Key Responsibilities:
- Banking & Credit Card Administration:
- Initiate and track payments across multiple bank and credit card accounts
- Reconcile monthly credit card transactions and maintain up-to-date records
- Manage expense reimbursements and coordinate with internal stakeholders
- Maintain accurate documentation and ensure transaction details are well organized and accessible
- Accounts Payable & Bill Pay:
- Own day-to-day management of Bill.com, including invoice entry, coding, approvals, and payment execution
- Communicate directly with vendors to confirm payment timing, request documentation (e.g. W-9s), and resolve discrepancies
- Track aging payables and flag overdue items or payment risks
- Ensure all bill pay activity is properly documented and aligned with internal approval workflows
- Payroll:
- Run biweekly payroll in Gusto for employees and contractors, ensuring timely and accurate payment
- Manage bonuses, commissions, and contractor disbursements in coordination with department leads
- Maintain payroll records and documentation in accordance with compliance standards
- Prepare payroll reports and support audits or reporting requests as needed
- Bookkeeping & Financial Admin:
- Enter and categorize transactions in QuickBooks and/or Finaloop to maintain accurate records
- Assist with monthly close tasks in coordination with the finance team
- Support cross-system reconciliation across bank accounts, Bill.com, Gusto, and internal records
- Maintain organized financial documentation to support reporting and compliance
- Tax Compliance:
- File sales tax returns accurately and on time across applicable states
- Coordinate with the CPA to support sales tax compliance and respond to documentation requests
- Organize and maintain tax-related records to support annual filings and audits
- Prepare and submit documentation needed for year-end tax prep in coordination with the CPA
- People Ops & Onboarding:
- Set up new employee and contractor accounts across Google Workspace, Slack, Gusto, and other internal platforms
- Prepare and maintain onboarding materials, including welcome packets, policies, and documentation checklists
- Coordinate with department leads to ensure smooth onboarding and system access
- Support internal tracking of onboarding progress and documentation status
- General Operations & Administrative Support:
- Assist with scheduling internal meetings, vendor calls, and other logistics as needed by the leadership team
- Maintain organized shared drives, folders, and documentation systems
- Draft SOPs and internal process documentation related to the role's responsibilities
- Support ad hoc administrative needs across operations, finance, HR, marketing, and general business functions and projects
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