Operations & Finance Administrator

Position Summary

The Operations & Finance Administrator is responsible for ensuring the seamless day-to-day running of our operation by bridging financial management with operational processes.

The ideal candidate is a highly organized, detail-oriented leader with strong project management skills, excellent communication abilities, and a deep understanding of production processes with a high level of discretion when handling confidential financial and employee data.  The role is vital for improving efficiency, maintaining accurate records, and supporting overall organizational productivity.

Key Responsibilities

Financial Management:

• Oversee daily accounting functions, including accounts payable/receivable, invoicing, payroll support. Maintain accurate, up-to-date daily transactions through detailed data entry into various software programs and filing.
• Assisting in the preparation of budgets and monitoring expenses against projected figures
• Prepare specific reports / KPI’s as requested by CEO
• Communicate regularly with Controller regarding weekly purchasing needs, budget approvals, and financial forecasting.
• Maintain accurate records of inventory movement, material allocations, and job costing within Fishbowl.
• Ensuring compliance with financial regulations, internal policies, and assisting with audit preparations.
• Participating in Payroll Process for Manufacturing division.

Project Management:

• Manage Sim-Tech projects from start to completion using detailed Bill of Materials (BOMs).
• Monitor project budgets, timelines, materials, and labor allocations.
• Maintain consistent communication with engineering, production, and leadership to ensure all projects remain on schedule.
• Ensure transparency by updating shared project reporting daily with progress notes, timelines, and critical details.
• Provide weekly project summary reports including costs, production status, important dates, new contracts, and forecasted workloads.

Operational Procedures:

• Develop, implement, and maintain internal operational policies to streamline workflows
• Manage Vendor contracts, purchasing, inventory, and office resources.
• Provide high-level administrative support, including scheduling, meeting preparation, and potential HR assistance.
• Ensuring adherence to company policies and preparing operational reports to CEO

Required Qualifications & Preferred Skills:

• 3+ years of experience in administrative, operations, and finance roles.
• Proficiency in accounting software (Quickbooks experience preferred), inventory software (Fishbowl experience preferred), Microsoft Office, and Monday.
• High Level of discretion when handling confidential financial and employee data
• Strong budgeting, forecasting, and cost-control skills.
• Excellent organizational and time-management abilities.
• Ability to read and interpret BOMs, purchase orders, and inventory reports.
• Excellent interpersonal skills for supporting staff, customer, and vendor interactions.
• Experience managing multiple projects simultaneously in a fast-paced environment.
• Ability to identify inefficiencies and implement solutions
• Experience in simulation manufacturing, mechanical production, or technology-based build environments.