Job Description  

Position Summary:

The Administrative & Accounting Manager will be responsible for overseeing the day-to-day office operations, accounting functions, and human resources administration across multiple affiliated companies. This role involves supervising support staff, managing financial processes, ensuring regulatory compliance, and serving as a key liaison with external partners including banks, insurance brokers, and auditors.

 

Key Responsibilities:

Office Administration

Supervise administrative personnel and maintain efficient office operations. Reorder office and cleaning supplies regularly. Coordinate office events, including logistics and catering. Oversee mail handling and manage post office correspondence. Maintain and update all office permits, licenses, and security access. Coordinate reimbursements and petty cash fund. Serve as main contact with banks, landlords, insurance providers, and external auditors. Support partners with proposals, reports, and miscellaneous business needs. Manage contracts and service agreements (e.g., insurance, auto leases, health plans, office equipment). Coordinate IT matters with technical support (e.g., Rochet) and manage software/hardware inventory. Act as administrator for company accounts (e.g., CEG) and manage employee license access.

Human Resources / Payroll

Handle full recruitment cycle: job postings, interviews, and onboarding. Maintain personnel files and monitor vacation/sick day accruals and approvals. Issue employee verification letters and provide admin support to staff. Process bi-monthly payroll and related tax payments and filings (monthly, quarterly, and annual). Manage W-2s and year-end reporting, including external client payroll services. Submit employment statistics reports as required by local regulations.

Accounting Functions

Full-cycle accounting: invoicing, A/R, collections, A/P, bank reconciliations. Month-end and year-end close: journal entries, variance analysis, and financial reporting. Ensure compliance with tax filings: IVU, 480.6SP, W-2s, informative returns, etc. Manage QuickBooks entries, expense reports, ACH payments for employees and vendors. Maintain and update banking templates and monitor duplicate invoice prevention. Coordinate with auditors and respond to audit requests.