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We're seeking a highly organized and proactive Business Administrator to work closely with our Chief Operating Officer (COO) across a variety of operational functions.
The Business Administrator will serve as a key operational partner to the COO, supporting the company’s administrative, financial, and vendor management processes. This role requires a detail-oriented, tech-savvy, Quickbooks expert who can effectively manage priorities and ensure operational efficiency.
Roles and Responsibilities
Responsibilities and essential job functions include but are not limited to the following:
Support positive morale of the team and helps ensure a collaborative team
Support and manage vendor relationships and communication
Handle accounts payable functions, including invoice tracking and payments
Set up and maintain a structured Purchase Order (PO) system
Maintain and update financial data in QuickBooks
Generate, review, and present financial reports to the COO
Reconcile internal money movement and report discrepancies or trends
Organize, review, and maintain documents for tax preparation
Manage procurement for various departments
Serve as a liaison to property managers and ensure timely communication
Perform data entry and maintain accurate internal records
Pull relevant operational and financial reports as needed
Review weekly reports from teams and submit a concise high-level overview to the COO
This job description may not cover or contain a comprehensive list of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
Qualifications
Proven experience in business administration, operations, or executive support
Proficiency in QuickBooks and other accounting software is a must
Strong understanding of AP/AR, procurement, and reconciliation processes
Exceptional organizational and time-management skills
Ability to manage multiple projects and deadlines
Strong written and verbal communication skills
Experience working cross-functionally with vendors and external partners
Familiarity with property management processes is a plus
Bachelor's degree in Business Administration, Accounting, or related field preferred
Physical Requirements The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
Occasional stooping, kneeling, or crawling.
Occasional pushing, pulling, lifting or carrying up to 25 lbs.
While performing the duties of this job, the employee is regularly required to speak and hear. Must be able to exchange accurate information in these situations.
Specific vision abilities required by this job include close vision and ability to adjust focus.
