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About the Role

The Finance and Admin Manager is responsible for the effective delivery of finance, accounting, administration, and office support, with 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.

Responsibilities

Manage day-to-day finance operations, including accounts payable and receivable, invoicing, payroll, banking, and the accurate maintenance of financial records.
Process and post accounting transactions, maintain the general ledger and support month-end and year-end close activities.
Prepare accurate monthly management accounts, cash-flow forecasts, budgets and financial reports for management and the board.
Complete bank, balance-sheet, and system reconciliations and investigate discrepancies promptly.
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, producing official monthly, quarterly, and annual reports.
Maintain robust accounting controls, procedures, and audit-ready records, and 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 ensure an efficient, professional, and well-organized working environment.
Coordinate correspondence, filing, document control, meeting arrangements, diaries, records, and general 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 relationships with relevant suppliers.
Support procurement activities by obtaining quotations, raising, and tracking purchase requests and maintaining supplier records.
Maintain appropriate 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 in coordination with approved external IT providers, and maintain an accurate asset register.
Log, track, and escalate technical incidents, following through to resolution and keeping users informed.
Support good cyber-security 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 that improve service quality, efficiency, and accountability.
Balance multiple priorities, resolve operational problems and provide firsthand 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, helping the organisation achieve its goals and objectives.

Requirements

Applicants must be legally authorized to work in the United States.
No work permit sponsorship, visa sponsorship or immigration assistance will be provided for this position.
At least three years’ 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.
Experience in a non-profit environment, including donor or grant accounting and regulatory compliance, is desirable.
Confidence in resolving routine IT and office equipment issues and working effectively with external IT support providers.
Ability to handle confidential information appropriately and work collaboratively with colleagues, suppliers, advisers, and other stakeholders.

Skills

Proficiency in accounting software such as QuickBooks
Strong working knowledge of Microsoft 365, including Excel, Word, Outlook, and Teams.
Strong organizational skills
Attention to detail
Ability to prioritize finance, administration, and service-delivery tasks.
Excellent analytical skills
Excellent problem-solving skills
Excellent written communication skills
Excellent verbal communication skills
Familiarity with Zoom, Team Link, MS Teams, and Skype.

Location

Valley Stream, New York

Work Type

Full-Time
12-Months’ Fixed Term Contract
Onsite

Experience Level

At least three years’ relevant experience

Education Level

Bachelor’s degree in finance, Accounting, Business Administration, or a related field
Relevant professional accounting qualification or CPA is preferred

Salary/Compensations

Competitive salary

Benefits

Paid time off
Opportunity for advancement
Parental leave

About the Company

Muslim Hands USA