Description

Role Overview

We are seeking a highly capable Business Operations and Accounting Manager to serve as a cornerstone of our administrative and financial infrastructure. This role goes well beyond traditional bookkeeping the right candidate will own our accounting and financial reporting, support HR and payroll operations, assist with client event coordination, and play an active role in building the internal systems and processes that will fuel our next phase of growth. You will report directly to the Operations Manager and Business Owner and will be an integral part of a close-knit, fast-moving team.

Key Responsibilities

Accounting and Financial Management

Own day-to-day bookkeeping and financial recordkeeping in QuickBooks Online

Manage accounts payable and receivable, including client invoicing and collections

Prepare monthly, quarterly, and annual financial statements and reports

Reconcile bank accounts, credit cards, and vendor statements

Assist with budgeting, forecasting, and cash flow management

Support annual tax preparation and coordinate with external CPA as needed

Track job-level profitability and provide cost analysis for events and programs

HR and Payroll Administration

Process bi-weekly or semi-monthly payroll (currently QBO; transitioning to Gusto)

Maintain employee records, onboarding documentation, and I-9/W-4 compliance

Administer PTO tracking, benefits enrollment, and workers' compensation documentation

Assist with new hire recruiting logistics, offer letter preparation, and offboarding

Serve as a point of contact for basic employee HR inquiries

Office and Operations Administration

Manage vendor relationships, purchase orders, and supply procurement

Maintain organized digital and physical filing systems

Draft internal communications, SOPs, and operational documentation

Support leadership in project management tracking open items, deadlines, and deliverables

Assist in identifying inefficiencies and help design and implement internal systems and workflows

Event Coordination Support

Prepare and send client invoices, proposals, and contracts in QuickBooks Online

Manage event scheduling, calendar coordination, and client follow-up communications

Double-check event details, headcounts, dietary requirements, and logistics for accuracy

Liaise with clients in a professional, brand-aligned manner

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Preston Hollow Caterers LLC

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Business Operations and Accounting Manager