Accounting Administrator

VentureWell • Cambridge, MA

2d • $50,000 - $65,000

About The Position

VentureWell is seeking a skilled Accounting Administrator with nonprofit-sector experience and a strong background in accounts payable coordination. The role focuses primarily on organizing and processing weekly pay runs, maintaining finance communications, and ensuring bills and payments are properly documented, approved, and processed in accordance with internal controls and funder policies. The position also supports month-end close activities, financial reconciliations, audit preparation, and other administrative needs of the Finance & Administration team.

The Accounting Administrator works closely with accountants, other Accounting Administrators, budget holders, signatories, vendors, and other stakeholders. Success requires strong organization, time management, customer service, communication, and attention to detail, along with an interest in nonprofit work. Knowledge of GAAP is strongly preferred.

Requirements

• Proficiency with Microsoft Office tools.
• Digital fluency with cloud-based office tools, CRMs and/or ERPs, team collaboration tools, and web-based applications, with the ability to incorporate them into day-to-day work.
• Excellent customer service and communication skills with a wide range of constituents.
• Exceptional time-management and organizational skills, including the ability to prioritize in a changing environment.
• Ability to succeed amid competing and changing priorities and tight deadlines.
• Ability to build collaborative working relationships and contribute as a team player with a customer-service orientation.
• Commitment to embedding equity in internal practices, culture, and programs.
• Openness and engagement in personal, professional, and organization-wide learning.
• Curiosity and commitment to environmental sustainability.
• Self-starter with excellent attention to detail and commitment to high-quality work.
• Ability to learn new tools and work processes quickly.
• Excellent written and oral communication skills.

Nice To Haves

• Previous experience managing medium- to high-volume accounts payable operations.
• Experience in a nonprofit or higher education environment.
• Familiarity with accounts payable fraud prevention, internal controls, and risk management procedures.
• Knowledge of accounting best practices, laws, standards, and Generally Accepted Accounting Principles (GAAP).
• Advanced proficiency with Microsoft Excel, such as VLOOKUP and/or pivot tables.
• Experience with tools such as G Suite, Salesforce, NetSuite, Sage Intacct, Concur, or Stampli.

Responsibilities

• Manage the finance@ email inbox for general inquiries and bill delivery, acting as a liaison between the inbox and other Finance team members.
• Assist with vendor onboarding and create and maintain vendor records in NetSuite.
• Update and validate vendor banking information, verifying and documenting changes according to internal controls and fraud prevention procedures.
• Receive and organize bills, confirm supporting documentation, route bills for Budget Holder approval, track approvals against weekly payment timelines, and follow up as needed.
• Coordinate weekly bill entry with Accountants and other Accounting Administrators, planning and communicating timeline changes.
• Aggregate and document bills approved for payment, set them up in the appropriate systems, coordinate payment approvals with Signatories, and handle payment issues.
• Enter Purchase Orders in NetSuite as needed.
• Monitor expenses for compliance with Federal Uniform Guidance and other funder policies.
• Maintain working knowledge of accounts payable and vendor-file practices, fraud detection and mitigation, and asset safeguarding practices.
• Assist with annual Form 1099 reporting and other accounts-payable filings as needed.
• Prepare assigned monthly bank reconciliations.
• Assist with monthly credit card reconciliations, processing them in Concur and ensuring timely submissions, appropriate approvals, accurate allocations, and imports into NetSuite.
• Review outstanding checks monthly and follow up with vendors and the Sr. Accountant/Controller as needed.
• Review outstanding purchase orders in NetSuite monthly, prepare a detailed report, and work with Accounting, Contracts, and others to resolve questions or issues.
• Assist with entering cash receipts, bank transfers, and deposits when Accountants are absent.
• Assist with external audit preparation and ongoing internal audit and control procedures.
• Provide other accounting and administrative support to the Finance & Administration team as needed.
• Maintain accurate electronic accounting files.

Benefits

• Salary range of $50,000–$65,000, commensurate with experience and internal equity.
• 403(b) plan with a 200% match, up to a maximum VentureWell contribution of 10% when the employee contributes 5%; match eligibility begins after one year of service.
• Medical, dental, and vision insurance.
• $1,000 home office stipend upon hire.
• Work weeks intended to reflect a focus on work-life balance, with employees in this position not expected to work more than 40 hours per week.
• 20 paid vacation days.
• 12 paid holidays.
• 12 paid wellness days.

What This Job Offers

• Job Type: Full-time
• Education Level: No Education Listed