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Business Operations Specialist

The Business Operations Specialist is responsible for accurately tracking, managing, and maintaining the company’s financial data. This role plays a critical part in ensuring the integrity of financial records, supporting the accounting department with day-to-day operations, and assisting with payroll, tax compliance, and basic human resources duties. This position requires strong attention to detail, proficiency with accounting and financial management systems, and the ability to manage multiple responsibilities in a fast-paced environment.

1. Recording Financial Transactions

• Document and record all financial transactions accurately within the company’s accounting system.
• Ensure all transactions are properly categorized, documented, classed, and supported with appropriate attachments.
• Monitor daily financial activity and maintain an organized and up-to-date system of financial records.
• Reconcile bank and credit card accounts monthly to ensure accuracy and completeness.
• Assist with general ledger maintenance, identifying discrepancies and making correcting journal entries when necessary.

2. Accounts Payable (AP)

• Obtain bill approvals, enter bills into the accounting system, and verify supporting documentation.
• Process accounts payable in accordance with departmental policies to ensure accurate and timely payment of vendor invoices.
• Ensure all credit card charges are classified, recorded, and paid timely.
• Process 1099-related bills, payments, and reporting in compliance with annual filing requirements.
• Maintain and strengthen relationships with new and existing vendors, responding to inquiries promptly.
• Manage the AP email inbox, triaging and responding to all communications.

3. Accounts Receivable (AR)

• Record and apply customer payments across the company’s financial systems.
• Review AR reporting regularly and ensure proper syncing between financial platforms.
• Assist the Controller with collection efforts and follow-up on outstanding customer balances.

4. Payroll and Taxes

• Assist in processing payroll and ensure it is completed accurately and on schedule (semi-monthly).
• Enter approved hourly employee time into the company’s payroll platform.
• Export payroll journal entries into the accounting system, edit entries as needed, and attach supporting documentation.
• Export employee reimbursement reports into the accounting system, adjust entries, and attach required documents.

Assist with tax filings and compliance, including but not limited to:

• State sales/use tax filings
• State excise tax filings
• Annual state business/registered agent reports
• Applicable quarterly regulatory reports
• State marketplace/vendor reports
• Annual 1099 forms

5. Human Resources Support

• Coordinate new employee onboarding, ensuring completion of all necessary paperwork and following the company’s onboarding checklist.
• Coordinate employee offboarding, following the company’s offboarding checklist and ensuring all documents are completed and stored appropriately.
• Maintain, update, and safeguard confidential employee information, ensuring compliance with company policies and HR regulations.

6. Administrative Support

• Provide general administrative assistance to the accounting team and support other departments as needed.
• Assist with filing, document organization, record retention, and other administrative duties to support smooth department operations.

Qualifications

• Prior experience with cloud-based accounting, payroll, and CRM/financial software systems preferred.
• Strong analytical, organizational, and time-management skills.
• Ability to maintain confidentiality and handle sensitive information.
• Excellent communication skills and attention to detail.