Finance Administration Manager

Seattle Seawolves Rugby; Seattle (WA); On-site; USD 90,000 - 135,000; Full time

Benefits offered by this job

Medical insurance

Dental & Vision insurance

401(k) retirement plan

Paid time off

Employee discounts on merchandise

Discounted tickets to matches

Job summary

The Seattle Seawolves Rugby Club is seeking a hands-on Finance & Administration Manager to lead day-to-day financial operations and core administrative functions in Seattle, WA. You will own budgeting, cash-flow planning, payroll, AP, and financial reporting while supporting people ops, technology, facilities, contracts, and compliance.

The role requires building financial tools, improving processes, and partnering with a fast-moving team.

Qualifications

• Bachelor's degree in finance, accounting, business administration, or related field, or equivalent experience.
• 6–8 years of progressive experience in finance, accounting, ops, or admin.
• Experience building and managing budgets, cash-flow forecasts, and budget-to-actual reporting.
• Hands-on payroll, AP, expense processing, and vendor payments.

Responsibilities

• Lead annual budgeting with President and leaders; update forecasts.
• Build and update cash-flow forecasts for decisions and planning.
• Prepare monthly financial reporting including budget-to-actual and variances.
• Maintain financial records and collaborate with bookkeeping resources.
• Develop financial policies, controls, and documentation for a lean org.
• Support year-end close, audits, and financial analysis.
• Manage end-to-end payroll administration and changes.
• Oversee AP and payment processing with proper documentation.
• Maintain vendor records, schedules, contracts, and W-9s.
• Coordinate expense reporting and card reconciliation.
• Respond to payroll/payments questions from staff, players, coaches, and vendors.

Skills

Budgeting

Payroll administration

Financial reporting

Excel/Google Sheets

Vendor management

Internal controls

Communication

Education

Bachelor's degree in finance or accounting

Tools

QuickBooks

Job description

The Seattle Seawolves are seeking a hands-on, highly organized Finance & Administration Manager to lead the club's day-to-day financial operations and core administrative functions. This role will provide the financial discipline, reliable processes, and operational support needed to help a growing professional sports organization make sound decisions and execute effectively.

The Finance & Administration Manager will own budgeting, cash-flow planning, payroll, accounts payable, financial reporting, and coordination with outside tax and legal partners. The role will also support business administration across people operations, technology, facilities, insurance, contracts, and compliance. The ideal candidate is equally comfortable building financial tools, processing transactions accurately, improving processes, and partnering across a fast-moving team.

KEY RESPONSIBILITIES

• Lead the annual budgeting process in partnership with the President and functional leaders; maintain department budgets and update forecasts throughout the year.
• Build, maintain, and regularly update cash-flow forecasts to support operating decisions, timing of expenditures, and longer-term planning.
• Prepare timely monthly financial reporting, including budget-to-actual results, cash position, key variances, and forward-looking risks or opportunities.
• Maintain accurate financial records and reconciliations in coordination with the club's bookkeeping and accounting resources, as applicable.
• Develop and maintain practical financial policies, approval processes, internal controls, and documentation appropriate for a lean organization.
• Support year-end close, audit or financial review requests, ownership reporting, and other financial analysis as needed.
• Manage end-to-end payroll administration, including employee changes, time and pay inputs, deductions, reimbursements, and coordination with the payroll provider.
• Oversee accounts payable and payment processing, ensuring invoices are properly documented, approved, coded, and paid accurately and on time.
• Maintain vendor records, payment schedules, W-9s, contracts, and other required documentation.
• Coordinate employee expense reporting and credit card reconciliation, and reinforce consistent documentation and approval practices.
• Respond promptly and professionally to employee, player, coach, and vendor questions related to payroll, payments, and administrative processes.

Tax, Compliance & Risk Management

• Serve as the primary liaison with the club's third-party tax and accounting partners, providing complete and timely information for federal, state, and local tax preparation and filings.
• Track filing deadlines and support compliance related to payroll taxes, sales and use tax, business licensing, 1099 reporting, and other applicable obligations.
• Coordinate with insurance brokers and internal leaders on policy renewals, certificates of insurance, claims documentation, and risk-management needs.
• Maintain organized financial, corporate, personnel, and compliance records with appropriate confidentiality and retention practices.
• Identify potential financial or compliance issues early, communicate them clearly, and coordinate resolution with leadership and outside advisors.

Business Administration & Team Support

• Manage administrative matters related to the office lease, facilities, equipment, utilities, and other workplace needs.
• Coordinate business technology administration, including vendor relationships, software subscriptions, equipment inventory, access management, and basic technology support in partnership with outside resources.
• Support personnel administration, including onboarding and offboarding, employee records, benefits coordination, policy administration, and other people-related processes, while escalating sensitive matters appropriately.
• Coordinate routine legal and contract matters with the President and outside counsel, including maintaining agreements, tracking key dates and obligations, and organizing documents for review.
• Support corporate governance and ownership administration, including maintaining key records and assisting with information requests, meetings, or reporting as needed.
• Continuously improve administrative processes, templates, tools, and systems so the broader team can work more efficiently.

QUALIFICATIONS & EXPERIENCE

Required

• Bachelor's degree in finance, accounting, business administration, or a related field, or equivalent relevant experience.
• Approximately 6–8 years of progressive experience in finance, accounting, business operations, or administration, ideally within a small or mid-sized organization.
• Demonstrated experience building and managing annual budgets, cash-flow forecasts, and budget-to-actual reporting.
• Hands-on experience administering payroll, accounts payable, expense processing, and vendor payments.
• Working knowledge of financial controls, tax coordination, compliance documentation, and recordkeeping; ability to work effectively with outside accounting, tax, insurance, and legal professionals.
• Strong proficiency with Excel or Google Sheets and experience with accounting, payroll, expense-management, and productivity platforms.
• Experience in accounting software such as QuickBooks.
• Exceptional attention to detail, organization, discretion, and follow-through.
• Strong written and verbal communication skills, with the judgment to raise issues early and explain financial information clearly to non-finance colleagues.
• Ability to prioritize competing deadlines, operate independently, and remain composed in a dynamic, event-driven environment.

Preferred

• Experience in professional sports, live events, entertainment, hospitality, or another seasonal and event-driven business.
• Experience supporting a privately held, investor-backed, or multi-entity organization.
• Familiarity with ticketing, sponsorship, merchandise, event, or venue-related revenue and expenses.
• Experience improving or implementing financial and administrative systems and processes.
• CPA, CMA, SHRM, or similar professional credential is helpful but not required.

THE MINDSET

This role is ideal for someone who thinks:

“How do we make this more accurate, more efficient, and more sound?”

We aren't looking for someone who just keeps the books balanced. We're looking for someone who builds the financial backbone this club can move fast and decide with confidence on.

SCHEDULE & WORK ENVIRONMENT

This role operates in a professional sports environment with seasonal peaks and occasional evening or weekend needs tied to matches, events, payroll deadlines, or other business priorities.

This is an in-office position based in Seattle, WA. While the role requires working in person with the team, the Seawolves offer flexibility to accommodate individual schedule needs and personal accommodations.

COMPENSATION & BENEFITS

Compensation will be commensurate with experience and qualifications.

The Seattle Seawolves offer a competitive benefits package, including paid holidays and paid time off, and a 401(k) retirement plan.

Benefits include:

• Medical, dental and vision insurance
• Paid time off, including vacation and sick leave
• Paid company holidays
• 401(k) retirement plan
• Employee discounts on Seattle Seawolves merchandise
• Complimentary and/or discounted tickets to Seawolves matches and events
• Professional development and growth opportunities
• Opportunity to work within a growing professional sports organization and play a meaningful role in building the Seawolves brand

ABOUT THE SEATTLE SEAWOLVES

The Seattle Seawolves are a professional rugby organization committed to building a championship-caliber team, growing the sport of rugby, and creating an inclusive, high-energy fan experience for the Seattle community. We are a lean, ambitious team that values collaboration, ownership, direct communication, excellence, and grace.

The Seattle Seawolves are an equal opportunity employer and value a diverse, inclusive workplace.