Finance Administrative Assistant

The Vibe Restaurants Financial Administrative Assistant provides essential administrative and operational support to the finance department and/or senior finance leadership. This role is a key component in ensuring the smooth, efficient, and accurate flow of financial information and administrative tasks. The ideal candidate is a highly organized, detail-oriented, and reliable professional with strong administrative skills and a basic understanding of financial principles.

Essential Job Functions:

This role is a vital support position that helps ensure the smooth operation of the Accounting and Finance department.

Core Financial and Accounting Support:

• Data Entry and Record Keeping: Accurately input financial transactions, invoices, expense reports, and other data into accounting software or spreadsheets.
• Accounts Payable and Receivable: Manage the day-to-day processes of accounts payable (processing and paying vendor invoices) and accounts receivable (creating, sending, and tracking customer invoices and payments).
• Reconciliation: Perform regular reconciliations of bank statements, ledgers, and accounts to ensure accuracy and identify any discrepancies.
• Financial Reporting: Assist in preparing financial reports, such as monthly revenue reports, expense analyses, and budget-to-actual reports.
• Payroll and Expense Management: Support payroll processes, including data entry, and review and process employee expense reports for reimbursement.
• Budgeting Assistance: Help in the preparation and monitoring of departmental or company-wide budgets by gathering data and tracking expenditures.

Administrative and Clerical Duties:

• Document Management: Maintain an organized and confidential filing system for financial documents, both physical and digital. This includes invoices, receipts, contracts, and financial statements.
• Communication: Handle professional communication, including answering phones, responding to emails, and acting as a liaison between the finance department and other departments, as well as external vendors and clients.
• Scheduling and Coordination: Manage calendars, schedule meetings and appointments, and assist with organizing events and conferences.
• Office Support: Perform general office tasks such as copying, scanning, faxing, and ordering office supplies.

Key Skills and Qualities:

• Attention to Detail: Meticulous accuracy is critical to prevent errors in financial records and reports.
• Organizational Skills: The ability to manage multiple tasks, deadlines, and a high volume of documents is essential.
• Confidentiality: This role involves handling sensitive financial and employee information, so maintaining confidentiality is a non-negotiable requirement.
• Computer Proficiency: Strong skills in Microsoft Office (especially Excel and Word) and familiarity with accounting software (e.g., QuickBooks, Oracle) are necessary.
• Problem-Solving: The ability to identify and resolve issues, such as billing discrepancies or data inconsistencies, is highly valued.
• Communication: Excellent written and verbal communication skills are important for interacting with a variety of people, both inside and outside the company.

 Responsibilities:

Administrative Support:

• Provide comprehensive administrative support to the finance team, including managing calendars, scheduling meetings, and coordinating travel arrangements.
• Prepare and edit correspondence, reports, presentations, and other financial documents.
• Handle confidential financial information with the utmost discretion and integrity.
• Maintain and organize both physical and digital financial records and filing systems, ensuring documents are easily accessible and secure.
• Act as a point of contact for internal and external inquiries related to the finance department, directing questions and providing information as appropriate.

Financial Operations Support:

• Assist with the processing of accounts payable and accounts receivable, including data entry, invoice processing, and managing vendor information.
• Support the reconciliation of bank statements, credit card statements, and other financial accounts.
• Assist with basic bookkeeping tasks and the preparation of financial reports, such as expense reports and budget summaries.
• Process and track employee expense claims and corporate credit card transactions.
• Assist in the preparation of payroll-related documentation and data entry.

Reporting & Data Management:

• Gather, compile, and analyze financial data from various sources to support the finance team's reporting needs.
• Maintain and update financial databases and spreadsheets with a high degree of accuracy.
• Generate and distribute routine financial reports to internal stakeholders.

Office & Project Management:

• Assist with the planning and coordination of finance department projects and events.
• Order and manage office supplies and resources for the finance team.
• Perform other administrative and financial duties as assigned to support department and company goals.

Qualifications/Requirements:

• Education & Experience: A minimum of 2-3 years of relevant experience is required.
• Job Specifications:
• Must be proficient with Microsoft Office products (Excel, Word, etc.).
• Must be able to work both in a team and independently, with the ability to make independent decisions.
• Must possess strong communication skills.
• Must be resourceful, results-driven, and able to multitask and prioritize with a sense of urgency.

Physical Demands:

• Primarily office-based with occasional travel to restaurant locations.
• Ability to work in a fast-paced environment with multiple priorities.
• Occasionally required to lift and carry materials for meetings or events.

Work Environment:

• Hybrid role with a mix of office and remote work.
• Occasional evening or weekend availability.
• Dynamic environment with evolving business and workforce needs.

Disclaimer:

The job description is designed to outline the essential functions, responsibilities, and qualifications of the role. It is not an exhaustive list of duties and may evolve based on business needs.