Financial Administrator

Job Overview:

The Financial Coordinator will assume complete ownership of all accounting operations for a custom apparel manufacturing and e-commerce business.

This role requires managing complex financial operations across multiple systems including Traverse (accounting), Impress (manufacturing ERP), and hundreds of Shopify stores.

The Controller will leverage AI and automation to optimize processes while ensuring 100% accuracy in financial reporting and compliance.

Key Responsibilities:

• Manage all aspects of accounting operations, including financial management and reporting
• Oversee multi-platform e-commerce reconciliation across hundreds of Shopify stores
• Lead manufacturing cost accounting and job costing efforts
• Cash flow management and strategic support
• Team leadership and process optimization
• AI implementation for accounting automation

Accounting Operations:

• Monthly Financial Close - Deliver accurate and timely financial statements within 10 business days
• Multi-System Data Management - Oversee data flow between Traverse (accounting), Impress (manufacturing ERP), and Shopify platforms
• Advanced Financial Reporting - Prepare and analyze: Income Statements with department/product line detail, Cash Flow Statements and projections, Balance Sheets with variance analysis, Job Costing reports from manufacturing operations, Budget Management - Lead annual budgeting process and provide monthly variance analysis, Cash Flow Optimization - Manage cash flow decisions, payment timing, and collections strategy

E-commerce Operations:

• Multi-Store Shopify Reconciliation - Reconcile revenue and cash deposits across hundreds of Shopify stores
• Payment Processing Management - Ensure accurate reconciliation of Shopify Payments, PayPal, and other payment processors
• Multi-State Sales Tax Management - Comprehensive responsibility for State Registration & Enrollment, Nexus Monitoring, Tax Calculations & Filings, Compliance Updates, Exemption Management, Revenue Recognition

Manufacturing & Cost Accounting:

• Job Costing Analysis - Work with Impress ERP to track production costs and job profitability
• Inventory Management - Oversee inventory valuation, cycle counting, and cost of goods sold calculations
• Production Variance Analysis - Analyze material, labor, and overhead variances
• Vendor Management - Oversee accounts payable processes and vendor relationships

Process Optimization & AI Implementation:

• AI-Driven Automation - Gradually implement AI tools to automate Bank reconciliations, Invoice processing and categorization, Expense management, Financial reporting processes
• SOP Development - Create and maintain detailed Standard Operating Procedures for all accounting processes
• Process Improvement - Continuously identify and implement efficiency improvements
• Documentation Management - Maintain comprehensive financial process documentation

Leadership & Compliance:

• Team Management - Direct supervision of Staff Accountant and any future accounting team members
• Compliance Oversight - Ensure adherence to GAAP, tax regulations, and internal controls
• Audit Support - Coordinate and support external audit processes
• Strategic Support - Provide financial insights to support business decision-making

Performance Objectives:

• Quality Standards: 100% Accuracy in financial reporting and reconciliations, Zero Late Filings for tax returns, sales tax filings, and regulatory requirements, Proactive Tax Compliance, Monthly Close completed within 10 business days, Process Documentation maintained and updated quarterly
• Efficiency Targets: Automate 50% of manual reconciliation processes within 12 months using AI tools, Reduce Month-End Close time by 30% within 6 months, Implement Real-Time Reporting for cash flow and key financial metrics, Create Scalable Systems to handle business growth without additional headcount
• Leadership Excellence: Mentor Staff Accountant to handle day-to-day transactions independently, Develop Cross-Training programs to ensure business continuity, Provide Strategic Insights through monthly financial analysis and recommendations

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