Finance & Administration Manager

Position: Finance & Administration ManagerReports to: COOAbout CaptureCapture Technologies, LLC is a software development and technology deployment provider specializing in technology solutions and services for the tradeshow and event industry. Our products focus on the collection, identification, and measurement of attendee data, including badge/credential printing, scanning for exhibiting companies, and tracking attendance at sessions or educational symposiums. We pride ourselves on providing highly successful, efficient solutions for our clients, servicing events from 50 to 50,000 attendees across various business verticals. We aim to improve attendee/show organizer experiences and client success through our innovative offerings.Position SummaryThe Finance & Administration Manager at Capture Technologies will be responsible for overseeing and managing the company's financial operations, accounts payable and receivable, sales support, badge orders, shipping logistics, travel arrangements, and insurance matters. This role requires a detail-oriented and analytical individual with advanced QuickBooks proficiency and a strong background in financial analysis. The successful candidate will streamline financial processes, enhance reporting accuracy, and contribute to the overall efficiency and profitability of the organization.Character RequirementsWhile Capture has a history of innovating industry leading technologies, the sustainable success of our company is dependent on the culture and values each employee brings to the team. Operating as a small, fast-paced, family-oriented group of highly capable event professionals, the character and capabilities of every employee is highly transparent throughout the company. As the culture of our workplace is crucial to our vision, every employee must possess and maintain the following values to remain a member of the Capture Technologies team.Community - Win together when times are good and stick together when times are tough. In the event industry, a strong sense of unity is crucial to the success, education, and overall ascension of all employees. Our team is built on a diversity of skillsets, but a collective appreciation of each other's abilities.ReliabilityIdeal candidates possess a strong presence and output. They do the small things like show up to work on time and make a commitment to be physically present onsite and in the office, but they also create a trust with clients and teammates that they are accountable for the responsibilities in their possession.Communication - Capture encourages and rewards employees on their ability to constantly strive for assertive communication in all interactions. Being passive in communication leads to a lack of information and progress toward innovation, but aggressive communication is counter-productive to the vision of our culture. We look for team members to be professionally direct to clients and teammates, upfront and proactive with information, but polite and understanding when addressing conflict.Entrepreneurial SpiritPositive attitude, strong presentation skills and insatiable curiosity. Ability to drive employee work loads, improve process and meet deadlines with minimal supervision. Detail OrientedNeeds to be well organized and resourceful; has the ability to reduce a complex concept or task into something that is manageable and clearly interpreted. Implement innovative and appropriate modern technologies as a part of the overall interactive strategy.Main ResponsibilitiesFinancial ManagementDaily checking, recording, and reconciliation of bank accounts and credit card purchases in QuickBooks.Preparation and distribution of weekly financial reports, including AP & AR balances.Payment and recording of sales tax and estimated taxes as directed.Coordination with the external accountant for periodic QuickBooks updates.Accounts Receivable & PayableEntry and processing of all bills and payments in the accounts payable system.Creation and issuance of invoices, managing post-show billing, and monitoring receivables.Weekly allocation of shipping bills to appropriate client folders.Sales SupportReview and verification of sales proposals, ensuring accurate billing and record maintenance in Inventory Management System.Management of signed quotes, client billing for deposits, and updates to the travel schedule.Logistics AdministrationCoordination of techs' availability, booking of travel arrangements, and maintaining accurate records.Obtaining and managing international shipment manifests, coordinating with customs brokers, and handling required documentation.Team SupportAssistance with team issues related to insurance, payroll, expenses, and travel.Notification of upcoming holidays and office closures.QualificationsBachelor's degree in Finance, Accounting, Business Administration, or related field.5 years of experience in finance and administrative roles.Advanced proficiency in QuickBooks and financial analysis.Strong experience with MS Word and Excel.Ability to multi-task, prioritize, and manage time effectively.Excellent communication skills, both written and verbal.Strong attention to detail and organizational skills.Capture Technologies, LLC is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

Created: 2025-01-19