We are looking for a detail-oriented Finance and Operations Associate to serve as the backbone of our operations. In this role, you will manage the financial lifecycle of our placements ensuring timely payments and billings while keeping our internal office running smoothly.
The ideal candidate understands the unique rhythm of a staffing agency, handling monthly payroll cycles, timesheet reconciliations, and recruiter commission structures with precision.
Key Responsibilities
1. Finance & Payroll
- Payroll: Oversee the end-to-end processing of monthly payroll for employees, ensuring accurate tax withholdings.
- Client Invoicing & A/R: Generate and send invoices to clients based on approved timesheets and terms. Monitor Aging Reports and follow up on past-due accounts to maintain healthy cash flow.
- Timesheet Management: Reconcile hours logged in our system against payroll data to prevent errors.
- Commission Tracking: Calculate and track commissions for the recruitment sales team based on gross margin and placements.
- Accounts Payable: Manage vendor payments, software subscriptions, and employee expense reimbursements.
- Financial Reporting: Prepare monthly P&L statements, cash flow forecasts, and margin analysis reports for leadership.
2. Administration & Compliance
- Onboarding Support: Assist the HR team by verifying new hire paperwork (document verification, background checks) for incoming employees to ensure they are compliant before their start date.
- Contract Management: Maintain an organized digital filing system for Client Service Agreements (CSAs).
- Vendor Management: Act as the primary point of contact for external vendors (bankers, building management, insurance brokers, asset vendors).
- Office Operations: Order supplies, manage equipment inventory (laptops/headsets for remote staff), and coordinate company events or meetings.
Qualifications & Requirements
- Experience: 3+ years of experience in finance, bookkeeping, or office management. Prior experience in a Staffing, Recruiting, or Professional Services firm is mandatory.
- Education: Bachelor's degree in Finance, Business Administration, or related field (or equivalent work experience).
- Technical Skills:
- Advanced Excel skills (VLOOKUP, Pivot Tables) are essential for margin analysis.
- Familiarity with staffing operations.
- Soft Skills:
- High level of integrity and confidentiality regarding sensitive financial and personal data.
- Ability to work in a fast-paced environment with strict deadlines.
- Strong communication skills for chasing client payments and resolving payroll queries.
