Office Manager & Finance Administrator

Now What; New York (NY); On-site; USD 80,000 - 90,000; Full time

Job summary

A dynamic marketing research company is seeking a detail-oriented Finance Administrator & Office Manager to streamline internal operations and ensure financial accuracy. This hybrid role will involve managing financial processes, liaising with vendors, and supporting office management efforts, ideal for a proactive individual with experience in similar settings.

Qualifications

• Experience in financial admin, operations, or office management roles.
• Strong understanding of financial processes and systems (Expensify, Bill.com, QuickBooks).
• Excellent organizational skills with a knack for creating and improving systems.

Responsibilities

• Oversee financial administration, including AP/AR management.
• Manage payroll approval processes in coordination with HR and CFO.
• Act as liaison between staff and outsourced tech support.

Skills

Organizational skills

Collaboration

Attention to detail

Financial processes understanding

Tools

Expensify

Bill.com

QuickBooks

Job description

This range is provided by Now What. Your actual pay will be based on your skills and experience — talk with your recruiter to learn more.

Base pay range

$80,000.00/yr - $90,000.00/yr

Job Title: Finance Administrator & Office Manager

Location: Dumbo, Brooklyn

Company: Now What – Marketing Research & Strategy

Overview:

Now What is a creative marketing research and strategy company seeking a highly organized, proactive, and detail-oriented individual to fill a hybrid role combining Office Management and Financial Administration. This individual will support smooth internal operations, liaise with external vendors, and help ensure financial accuracy and efficiency.

Key Responsibilities

Financial Administration & Process Management

• Update/develop, and maintain Standard Operating Procedures for contracts, accounts payable (AP), and accounts receivable (AR)
• Serve as primary liaison with outsourced accounting firm to troubleshoot and resolve AP/AR issues

Expense & Payment Oversight

• Manage the Expensify expense reporting and approvals process
• Oversee and coordinate payment approvals through Bill.com in conjunction with our accounting partners
• Process occasional rush and direct payments as needed

Payroll & Financial Monitoring

• Manage hourly/overtime payroll approval process in coordination with HR and CFO
• Support CFO in tracking collections and monitoring cash flow
• Review GL Expense accounts for accuracy and flag discrepancies

Budgeting & Pipeline Tracking

• Assist CFO with monthly financial reviews and budget tracking
• Maintain and manage the Pipeline Tracker for project accuracy and smooth accounting handoff
• Manage the MSA Tracker to ensure up-to-date client agreements

Office Management & Team Support

Office Operations & Tech Support

• Act as liaison between staff and outsourced tech support: manage daily requests, implement process initiatives, and oversee system security and data retention
• Supervise part-time office assistant in day-to-day responsibilities: office cleanliness, snacks, supplies, lunches/events, mail, scheduling, and more
• Coordinate with building management and staff as the primary point of contact

Team Communications & Culture

• Post and distribute weekly staff meeting notes
• Plan and execute team-wide events (e.g., Summer of Fun, State of the Union)
• Partner with HR for seamless onboarding/offboarding experiences

In-Office Research & Fieldwork Support

• Oversee logistics for in-office fielding projects
• Coordinate technology and printing needs for in-person fielding sessions

Ideal Candidate Profile

• Experience in financial admin, operations, or office management roles
• Strong understanding of financial processes and systems (Expensify, Bill.com, QuickBooks)
• Experience working with or managing outsourced vendors (accounting, tech support, etc.)
• Excellent organizational skills with a knack for creating and improving systems
• Collaborative, resourceful, and proactive mindset

For your application to be considered, you must include a cover letter along with your resume.

Seniority level

• Seniority level

  Entry level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Marketing Services

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