COMPENSATION & BENEFITS
$60,000 + association-wide bonus opportunity. Benefits for full-time employees include medical, dental, vision, life, short-term disability, and long-term disability insurance; parental leave; a retirement program with company matching; and paid time off (PTO) accrued on a scheduled basis. All employees are eligible for paid sick leave. GBI is a fully remote organization and does not maintain a physical office.

SUPERVISOR
Director, Finance & Administration

SUPERVISORY RESPONSIBILITIES
This role has no supervisory responsibilities.

TRAVEL REQUIREMENTS
This position requires occasional travel for staff training and team retreats.

RESPONSIBILITIES
The Manager, Accounting & Administration is responsible for supporting the organization’s financial operations through accurate processing of accounts payable and receivable, monthly reconciliations, payroll support, and annual reporting. This role ensures timely vendor payments, client billing, and compliance with internal financial controls and external reporting requirements.

The ideal candidate is detail-oriented, proactive, and comfortable working across multiple systems, including QuickBooks, Salesforce, and project management tools. They thrive in a collaborative environment, demonstrate strong organizational skills, and take initiative to maintain financial accuracy and integrity.

Accounts Payable (Primary & Supporting)
Primary:

• Review vendor invoices and obtain approval from appropriate staff
• Enter approved invoices in QuickBooks and process weekly payments via Chase Bank bill pay, pending CEO approval
• Respond to vendor inquiries regarding payments and account status
• Set up new vendor accounts, including collecting W-9s and ACH details
• Proactively follow up on recurring vendor invoices to ensure timely expense recognition

Supporting:

• Support vendor contract renewals by tracking renewal status and ensuring renewal invoices match updated contract terms prior to processing

Accounts Receivable (Primary)

• Monitor Slack Accounting channel for incoming invoice requests
• Forward Mailbox Forwarding checks to Chase Bank on a semi-monthly basis
• Respond to client billing inquiries and resolve issues as needed

Monthly Financial Statements and General Ledger Maintenance (Primary & Supporting)
Primary:

• Manage monthly credit card receipts for CEO
• Review and approve staff credit card transactions via Expensetron and PaymentNet
• Record approved credit card expenses in QuickBooks
• Monitor travel policy compliance and escalate discrepancies to senior staff
• Reconcile bank statements (checking and savings) for U.S.

Supporting:

• Reconcile accounts receivable for U.S. and Canada
• Perform monthly reconciliation of order and invoice data between Salesforce and QuickBooks
• Reconcile membership, sponsorship, and training revenue
• Calculate and file monthly state sales tax returns
• Conduct monthly QuickBooks account reconciliations
• Assist with annual financial audit
• Serve as backup for month-end close activities, including running reports, completing reconciliations, and updating the financial and budget workbooks to ensure accurate and timely financial reporting

Payroll (Supporting)

• Support monthly and semi-monthly filing of payroll
• Review and process expenses paid by employees requiring reimbursement via payroll
• Submit monthly 403(b) and retirement contributions to Employee Fiduciary following payroll completion

Annual Administration (Primary & Supporting)
Primary:

• Prepare and file annual 1099s and IRS Form 1096
• Review and distribute employee W-2s prepared by TriNet
• Maintain SAM registration for federal contract eligibility
• Manage incoming mail in conjunction with support staff/contractor

Supporting:

• Assist with preparation for annual financial audit

Other Duties (As Assigned)

• Perform additional tasks as directed by the senior management team
• Maintain strict confidentiality of financial, payroll, and client information

REQUIREMENTS

• Work remotely without supervision in an environment with appropriate quiet and stability
• Provide own internet access
  • Minimum download speed: 25 mbps (50+ mbps recommended)
  • Minimum upload speed: 5 mbps (10+ mbps recommended)
• All employees must reside and work within the United States

QUALIFICATIONS

• Proficient in QuickBooks Desktop and Microsoft Excel, with a solid grasp of basic accounting functions
• Comfortable using Microsoft Office Suite (Outlook, PowerPoint, Word)
• Extremely detail-oriented with strong organizational and time management skills
• Technically inclined, with the ability to learn new software and work with cloud-based systems
• Basic understanding of financial controls and data accuracy
• Analytical thinker with a willingness to learn and solve problems independently
• Clear written communication skills
• Familiarity with Monday.com or similar project management tools is a plus

EDUCATION
Required: Associate’s degree in a related field or an equivalent combination of education and work experience

APPLICATION METHOD
Please submit your resume and cover letter through our Monday.com application page:
https://forms.monday.com/forms/77b8b2a4240a982d7a7b89d197e85c35?r=use1

We encourage all interested candidates to apply. GBI recognizes that not all candidates will meet every qualification listed. Skills and experience can be gained in many ways, and we value diverse perspectives. If you’re excited about this role but don’t check every box, we encourage you to apply.

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