Director of Administration

Ready to Lead Across Finance, HR, and Business Operations?If you are a hands-on administrative leader who can bring financial accuracy, operational structure, and strong people management to a growing business, we encourage you to apply. Take the next step in your career and make a meaningful impact on how a company operates every day.

About the Role

We are seeking an experienced Director of Administration to oversee the company's financial operations, human resources, payroll, employee benefits, compliance, project administration, and day-to-day business activities.This is a hands-on leadership role for a highly organized professional who can manage multiple business functions while maintaining accurate financial records, supporting employees, coordinating with clients and vendors, and ensuring operational deadlines are met.The ideal candidate combines strong accounting and administrative expertise with sound judgment, excellent communication, and the ability to work independently. You will serve as a central point of coordination among executive leadership, employees, contractors, clients, accountants, benefits advisors, and technology providers.From managing full-cycle bookkeeping and client billing to overseeing payroll, employee onboarding, compliance documentation, and business systems, you will play a critical role in keeping operations organized, efficient, and aligned with company objectives.

Key Responsibilities

Financial Management and AccountingManage full-cycle bookkeeping using QuickBooks Pro, ensuring accurate and up-to-date financial records.Oversee accounts payable, accounts receivable, client invoicing, contractor payments, vendor transactions, and outstanding balance follow-ups.Manage vendor invoice and payment processes through Bill.com.Reconcile bank accounts, credit card transactions, and financial statements, investigating and resolving discrepancies.Coordinate with the company accountant on tax preparation, financial reviews, year-end reporting, and supporting documentation.Maintain financial records and prepare budgets, cash-flow reports, accounts receivable aging reports, and other financial summaries for executive leadership.Client Billing and Project Financial AdministrationManage the complete client billing process, including expense reviews, invoice preparation, executive approvals, revisions, and distribution.Review employee expenses in Expensify, verify supporting receipts, and ensure billable expenses are accurately transferred to QuickBooks.Monitor outstanding invoices, retainers, purchase orders, and client account activity.Administer BQE Core, including project setup, employee assignments, time and expense tracking, project billing, and financial reporting.Coordinate data synchronization across BQE Core, QuickBooks, Expensify, and internal spreadsheets.Prepare active project reports, backlog reports, expense-versus-billed reports, and other financial updates for leadership.Coordinate new client and project setup, including billing records, retainer requests, contracts, nondisclosure agreements, and purchase orders.Payroll and Employee BenefitsManage biweekly payroll processing through ADP Run, ensuring employee information, compensation changes, bonuses, deductions, and other payroll details are accurate.Maintain payroll records, salary tracking reports, and supporting documentation.Administer employee benefits, including health insurance enrollment, coverage changes, terminations, and employee inquiries.Coordinate the company's 401(k) retirement plan through ADP, including eligibility, enrollment, and contribution changes.Collaborate with employees, benefits advisors, and providers to resolve payroll, benefits, and retirement plan issues.Human Resources and Employee Lifecycle AdministrationSupport recruitment activities, interview coordination, candidate communications, offer letters, and pre-employment documentation.Manage employee and contractor onboarding using the company's 48-point New Hire Setup Checklist.Coordinate employment agreements, personnel forms, equipment shipments, software access, benefits enrollment, and employee system setup.Oversee employee and contractor offboarding using the standardized 23-point Termination Checklist.Coordinate separation documentation, final administrative requirements, equipment returns, benefit changes, and system access removal.Maintain confidential personnel files and process employee updates involving compensation, benefits, job status, and other employment matters.Serve as an administrative resource for employees and contractors regarding company policies, procedures, payroll, benefits, and general HR matters.Compliance, Policies, and ProceduresMaintain and update the company's Standard Operating Procedures Manual, policies, and administrative documentation.Coordinate business registration filings, state and local license renewals, the Florida Annual Report, and applicable municipal and county requirements.Maintain organized documentation to support compliance, reporting, and internal administrative processes.Help ensure personnel records, financial documents, and company procedures are maintained accurately and consistently.Executive Support and Business OperationsPrepare biweekly financial performance reports and other management reports to support executive decision-making.Coordinate company All Hands meetings, including agendas, presentations, announcements, and follow-up communications.Maintain the company Employee Hub in SharePoint, ensuring policies, forms, employee resources, and operational documents remain accurate and accessible.Administer the Leaderly application, maintain relevant content, review feedback, and coordinate improvements to the employee experience.Coordinate with IT service providers to resolve technology issues, arrange software access, and support employee equipment and system requirements.Manage company records, mail, shipments, banking errands, virtual office coordination, and other general administrative activities.Respond to incoming requests from leadership, employees, clients, vendors, and other stakeholders.Handle special administrative and operational projects assigned by executive leadership.

Qualifications

Bachelor's degree in Business Administration, Accounting, Finance, Human Resources, or a related field is preferred.Significant experience in administrative leadership, business operations, finance, accounting, or a comparable role overseeing multiple business functions.Strong hands-on experience with full-cycle bookkeeping, accounts payable, accounts receivable, bank reconciliations, and financial reporting.Experience using QuickBooks Pro or a comparable accounting platform; familiarity with Bill.com is highly desirable.Experience with project financial management systems such as BQE Core, including project setup, time and expense tracking, and billing administration.Familiarity with expense management platforms such as Expensify and payroll systems such as ADP Run.Experience managing payroll, employee benefits, retirement plans, onboarding, offboarding, and confidential personnel records.Knowledge of business compliance, documentation management, policy administration, and operational procedures.Experience preparing financial reports, monitoring accounts receivable, coordinating client billing, and supporting executive decision-making.Familiarity with SharePoint, Microsoft Office, spreadsheets, and business technology systems.Excellent organizational, analytical, communication, and problem-solving skills.Ability to manage competing priorities, maintain confidentiality, meet recurring deadlines, and work independently with minimal supervision.Strong stakeholder management skills and the ability to coordinate effectively with executives, employees, clients, vendors, accountants, and external service providers.Work Schedule:This position supports a U.S.-based company and requires working the night shift in the Philippines to accommodate U.S. business hours.Applicants must be willing and available to work the schedule established to overlap with U.S. business hours, including the corresponding time-zone differences. The specific shift schedule will be confirmed during the recruitment process.