Administrative Operations Specialist

Administrative Operations Specialist

Description:

The Administrative Operations Specialist plays a pivotal role in ensuring the seamless functioning of our organization's core financial, HR, and administrative processes. This individual will be responsible for managing day-to-day tasks across banking, payroll, bill pay, and tax documentation, while also supporting onboarding and internal coordination.

This is a high-trust role that requires a dependable and experienced self-starter who is detail-oriented, easy to work with, and eager to help build and improve systems around their responsibilities.

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

Requirements:

• 3-5 years of experience in administrative, finance, or operations support roles
• Proven ability to handle sensitive financial and HR information with discretion and accuracy
• Self-starter with a systems mindset who can build, refine, and own repeatable workflows
• Highly organized, dependable, and proactive in identifying and solving problems
• Strong English written and verbal communication skills across teams and external partners
• Comfortable working in a remote environment across time zones
• Experience with tools such as QuickBooks, Gusto, Finaloop, Bill.com, Google Workspace, and Excel/Sheets
• Familiarity with sales tax filings, payroll processes, and vendor management is a plus

Seniority level: Mid-Senior level

Employment type: Full-time

Job function: Administrative

Industries: IT Services and IT Consulting