Director of Finance & Administration – Philadelphia

Ceisler Media & Issue Advocacy seeks a director of finance & administration to join its Philadelphia office.

Our firm has offices in Philadelphia, Harrisburg and Pittsburgh. The right individual for this role will be comfortable working independently and can be part of a team in a fast-paced, hybrid environment, serving as a “go-to” for staff across multiple locations. This position reports to the Chief Operating Office (COO) and manages two full-time staff as well as outside consultants.

EDUCATION/EXPERIENCE

  • At least 10 years’ experience in a small business setting
  • Proven and growing track record in financial administration, human resources and office administration

RESPONSIBILITIES

Financial
  • Serves as primary point of contact internally and externally firm billing and financial matters.
  • Manages all aspects of AP/AR processing through QuickBooks Online which includes preparation of invoicing, AR follow up, out-of-pocket reimbursements and entering vendor bills and processing payments through Bill.com.
  • Develops relationships with clients and vendors including proper onboarding of all vendors, including
  • compliance and requisite paperwork such as 1099s.
  • Performs monthly account reconciliations and works in tandem with the CFO to close out monthly financials.
  • Provides account oversight for various financial institutions, in conjunction with CFO and COO.
  • Manges bi-weekly payroll and 401(k) payment process, serving as point of contact with payroll company.
  • Generates financial reports for review by the firm’s principal and executive leadership team on a weekly, monthly and quarterly basis, directly and in conjunction with CFO.
  • Oversees regular lobbying and other required compliance reporting, as required and in conjunction with leadership.
  • Prepares client contracts utilizing standard template and organizes client onboarding process. Experience with Master Services Agreements and vendor contracts preferred.

 

HR and Personnel Management

  • Coordinates HR conduit for firm with outsourced consultant including but not limited to: recruitment and selection policy/practices; updating employee manual, policies and firmwide procedures; identifying staff training and development opportunities.
  • Serves as a confidential resource for staff support on matters.
  • Point of contact internally with benefits and insurance brokers, including but not limited to medical, dental, vision and flexible spending accounts.
  • Point of contact for retirement plans and benefits, understanding 401k policies, procedures around open enrollment and annual fiduciary responsibilities for the 401k plan.
  • Maintains scheduling of part-time media operations team, in conjunction with Operations Manager.

 

Client and Vendor Relations

  • Maintains necessary business insurance coverages for agency, in conjunction with leadership, including but not limited to liability, workers compensation and others.
  • Manages outsourced IT management company to ensure efficiency and all necessary technology is inplace, in conjunction with Operations Manager.
  • Serves as main point of contact for physical facilities of all three office locations (Philadelphia, Harrisburg, Pittsburgh).

REQUIRED COMPETENCIES

  • Experience leading financial operations of small to medium size business, ideally in an agency setting.
  • Technologically savvy – ability to leverage technology and tools to streamline workflows to enter and process monthly transactions.
  • Able to distill complex information into summary reports.
  • Demonstrated successful management experience and critical thinking skills to be solutions oriented.
  • Familiar with journal entries and double entry accounting to manage an operational P&L on an accrual basis.
  • Proven sound judgment under tight deadlines and competing priorities.
  • Strong project and time management skills.
  • Highly focused, organized, and detail oriented.
  • Willingness to adapt to the many changing requirements/needs of a fast-paced company and industry.
  • Ability to thrive in a collaborative, team-oriented culture and to provide mentorship to staff.
  • Proven track record of excellence, ownership, and accountability.
  • Experience with Bill.com or other third-party payment portals.
  • Experience with Paylocity preferred.
  • Technical Skills: Expert in Quickbooks Online. Strong proficiency with the Microsoft Office suite, including
  • Word, Excel, PowerPoint, and Outlook. Proficiency with time tracking software, QuickbooksTime preferred.

IN-OFFICE, REMOTE WORK POLICY

Ceisler Media requires all new hires to work five days a week at the employee’s designated office (Philadelphia, Harrisburg or Pittsburgh) for the first three months of employment. This allows new employees to work in-person with a variety of project teams and become better integrated with the firm’s culture and environment. After the first three months, employees are required to work in the office a minimum of three days a week, with four days a week strongly encouraged.

APPLY NOW

To apply, please email [email protected]. Include the position you are applying for in the subject line.

Along with your cover letter, please include your resume, salary requirements and work samples that demonstrate writing abilities, project management experience and/or proficiency with social media.

Recruiters please do not contact this job posting. EOE.

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