Director, Finance & Administration
KENTUCKY SOCIETY OF ASSOCIATION EXECUTIVES INC, Washington, District of Columbia, United States
POSITION SUMMARY:
The Director, Finance & Administration supports BOMA International’s day-to-day accounting and administrative functions across multiple entities. This role partners with outsourced accounting (Controller/CFO) to support accurate reporting and compliance, and helps coordinate payroll administration, cash management, and basic HR processes through the organization’s PEO relationship.
This position supports operational finance and administration activities and serves as a point of contact with Insperity (PEO) for basic employee administration (e.g., onboarding/offboarding paperwork and benefits enrollment changes). HR policy guidance and compliance administration remain with the PEO and organizational leadership.
KEY RESPONSIBILITIES: FINANCIAL MANAGEMENT & OVERSIGHT Oversee day-to-day finance operations across all entities, ensuring timely and accurate monthly close processes. Review and approve journal entries, payroll allocations, and account reconciliations prior to submission to outsourced accounting in accordance with the monthly close schedule.
Partner with outsourced accounting to support preparation of multi-entity financial statements, audit and tax schedules, annual budget materials, investment reporting, and cash flow forecasting. Assist with variance analysis and work with executive leadership and department heads to resolve budget adjustments and financial questions.
Maintain financial records and reporting for the BOMA Foundation, Office Building Show, LLC, Industry Defense Fund (IDF), BOMA PAC, and BAE Council. Provide financial support to associated staff liaisons and executive committees.
Monitor weekly cash flow to ensure sufficient balances for payables and operational needs. Initiate ACH transactions and bank transfers for approval. Oversee proper coding and approval of multi-entity invoices and ensure transactions are recorded in the correct accounting period.
Review and approve bi-weekly payroll prior to final processing. Record payroll and benefit allocations across all entities and ensure compliance with accounting standards and HR policies. Prepare monthly sales commission calculations in accordance with established policy.
Oversee annual 1099 compliance and ensure appropriate vendor documentation (W-9s) is collected and maintained throughout the year.
ACCOUNTS PAYABLE, RECEIVABLE, AND COMPLIANCE Supervise accounts payable and cash receipts functions to ensure proper approvals, accurate coding, timely processing, and effective collections. Work closely with department teams to resolve discrepancies.
Enforce travel and credit card policies, monitor compliance, and implement escalation procedures when necessary.
Ensure proper business insurance coverage is maintained.
Support audit preparation and coordination of required documentation.
HR COORDINATION (PEO) & ADMINISTRATION Maintain organized personnel and benefits-related files (as applicable) and support basic administrative recordkeeping.
CONTRACTS & ADMINISTRATIVE OVERSIGHT Develop and maintain a centralized contract management system. Collect, store, and track all organizational contracts to ensure proper documentation and compliance.
Supervise administrative and office management functions to ensure efficient internal operations.
LEADERSHIP AND SUPERVISION Provide day-to-day direction and support to finance and administrative staff as assigned. Help document processes, set clear expectations, and promote timely, accurate work.
This role serves as a primary reviewer for payroll and finance processing items, with the Senior Vice President serving as backup when necessary.
Three (3) days in the office per week at the downtown Washington, D.C. location QUALIFICATIONS: 3+ years of nonprofit or association accounting experience (or equivalent).
Experience coordinating work with vendors and/or cross-functional teams preferred.
Experience with automated accounting systems (Intacct & RAMP preferred)
Experience with Microsoft Office required.
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This position supports operational finance and administration activities and serves as a point of contact with Insperity (PEO) for basic employee administration (e.g., onboarding/offboarding paperwork and benefits enrollment changes). HR policy guidance and compliance administration remain with the PEO and organizational leadership.
KEY RESPONSIBILITIES: FINANCIAL MANAGEMENT & OVERSIGHT Oversee day-to-day finance operations across all entities, ensuring timely and accurate monthly close processes. Review and approve journal entries, payroll allocations, and account reconciliations prior to submission to outsourced accounting in accordance with the monthly close schedule.
Partner with outsourced accounting to support preparation of multi-entity financial statements, audit and tax schedules, annual budget materials, investment reporting, and cash flow forecasting. Assist with variance analysis and work with executive leadership and department heads to resolve budget adjustments and financial questions.
Maintain financial records and reporting for the BOMA Foundation, Office Building Show, LLC, Industry Defense Fund (IDF), BOMA PAC, and BAE Council. Provide financial support to associated staff liaisons and executive committees.
Monitor weekly cash flow to ensure sufficient balances for payables and operational needs. Initiate ACH transactions and bank transfers for approval. Oversee proper coding and approval of multi-entity invoices and ensure transactions are recorded in the correct accounting period.
Review and approve bi-weekly payroll prior to final processing. Record payroll and benefit allocations across all entities and ensure compliance with accounting standards and HR policies. Prepare monthly sales commission calculations in accordance with established policy.
Oversee annual 1099 compliance and ensure appropriate vendor documentation (W-9s) is collected and maintained throughout the year.
ACCOUNTS PAYABLE, RECEIVABLE, AND COMPLIANCE Supervise accounts payable and cash receipts functions to ensure proper approvals, accurate coding, timely processing, and effective collections. Work closely with department teams to resolve discrepancies.
Enforce travel and credit card policies, monitor compliance, and implement escalation procedures when necessary.
Ensure proper business insurance coverage is maintained.
Support audit preparation and coordination of required documentation.
HR COORDINATION (PEO) & ADMINISTRATION Maintain organized personnel and benefits-related files (as applicable) and support basic administrative recordkeeping.
CONTRACTS & ADMINISTRATIVE OVERSIGHT Develop and maintain a centralized contract management system. Collect, store, and track all organizational contracts to ensure proper documentation and compliance.
Supervise administrative and office management functions to ensure efficient internal operations.
LEADERSHIP AND SUPERVISION Provide day-to-day direction and support to finance and administrative staff as assigned. Help document processes, set clear expectations, and promote timely, accurate work.
This role serves as a primary reviewer for payroll and finance processing items, with the Senior Vice President serving as backup when necessary.
Three (3) days in the office per week at the downtown Washington, D.C. location QUALIFICATIONS: 3+ years of nonprofit or association accounting experience (or equivalent).
Experience coordinating work with vendors and/or cross-functional teams preferred.
Experience with automated accounting systems (Intacct & RAMP preferred)
Experience with Microsoft Office required.
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