Finance and Admin Manager

Muslim Hands•Valley Stream, NY

17h•Onsite

About The Position

The Finance and Admin Manager is responsible for the effective delivery of finance, accounting, administration, and office support, including basic coordination of IT and systems matters. The role ensures accurate financial records and reporting, efficient administrative operations, and dependable day-to-day support. Working collaboratively across the organisation, the postholder will maintain strong controls, responsive services, and high standards of compliance and customer service. This is a full-time, 12-month fixed-term contract with a six-month probationary period, renewable based on performance. The position is based fully onsite at Muslim Hands USA’s office in Valley Stream, New York, five days per week, with a 40-hour work week. Occasional evening, weekend, and travel commitments may be required to assist with fundraising activities. Applicants must be legally authorized to work in the United States; work permit sponsorship, visa sponsorship, and immigration assistance are not available.

Requirements

Bachelor’s degree in finance, accounting, business administration, or a related field.
At least three years of relevant experience covering financial management or accounting, with demonstrable administrative or office-services responsibilities.
Working knowledge of bookkeeping, reconciliations, budgeting, management accounts, financial controls, and audit support.
Proficiency in accounting software such as QuickBooks.
Strong working knowledge of Microsoft 365, including Excel, Word, Outlook, and Teams.
Confidence resolving routine IT and office equipment issues and working effectively with external IT support providers.
Strong organizational skills, attention to detail, and ability to prioritize finance, administration, and service-delivery tasks.
Excellent analytical, problem-solving, written, and verbal communication skills.
Ability to handle confidential information appropriately and collaborate with colleagues, suppliers, advisers, and other stakeholders.
Legal authorization to work in the United States; sponsorship or immigration assistance is not provided.

Nice To Haves

A relevant professional accounting qualification or CPA.
Experience in a nonprofit environment, including donor or grant accounting and regulatory compliance.

Responsibilities

Manage day-to-day finance operations, including accounts payable and receivable, invoicing, payroll, banking, and maintaining accurate financial records.
Process and post accounting transactions, maintain the general ledger, and support month-end and year-end close activities.
Prepare monthly management accounts, cash-flow forecasts, budgets, and financial reports for management and the board.
Complete bank, balance-sheet, and system reconciliations and promptly investigate discrepancies.
Manage organizational and donor-restricted budgets, monitor expenditure, and ensure funds are used in line with approved plans and donor requirements.
Coordinate annual budget planning and monthly budget-review meetings, and produce official monthly, quarterly, and annual reports.
Maintain accounting controls, procedures, and audit-ready records; liaise with auditors, banks, and external advisers.
Carry out financial data checks, support statutory and regulatory reporting, and advise colleagues on accounting policies and controls.
Oversee day-to-day office administration and maintain an efficient, professional, and well-organized working environment.
Coordinate correspondence, filing, document control, meeting arrangements, diaries, records, and administrative workflows.
Provide administrative support to managers and teams, including preparing documents, reports, presentations, and meeting papers.
Manage office supplies, equipment, facilities requests, service contracts, and supplier relationships.
Support procurement by obtaining quotations, raising and tracking purchase requests, and maintaining supplier records.
Maintain organizational records and help ensure administrative processes meet legal, regulatory, and internal requirements.
Assist with onboarding and offboarding administration, staff records, and practical workplace arrangements in coordination with relevant colleagues.
Provide first-line support for routine IT issues involving laptops, printers, email, Microsoft 365, video-conferencing tools, and office connectivity.
Set up basic user equipment and accounts with approved external IT providers and maintain an accurate asset register.
Log, track, and escalate technical incidents, follow through to resolution, and keep users informed.
Support cybersecurity practices, including secure password use, access controls, software updates, data handling, and prompt reporting of suspicious activity.
Maintain simple user guidance and help colleagues use core office systems effectively.
Act as a responsive point of contact for finance, administration, facilities, and basic systems queries.
Develop practical processes, templates, and tools to improve service quality, efficiency, and accountability.
Balance multiple priorities, resolve operational problems, and provide hands-on support during busy periods.
Work collaboratively across departments and with diverse stakeholders, maintaining confidentiality and a professional, service-focused approach.
Provide occasional support for fundraising activities as required.