Atlas Performing Arts Center Finance & Office Manager Washington, DC · Full time Company website

Apply for Finance & Office Manager

Key Responsibilities 

Office Management & Administration 

• Serve as the primary office manager, ensuring smooth daily operations, including office supply management, vendor coordination, and general administrative support. 
• Support the Director of Administration and Executive Director with administrative tasks, special projects, and operational needs. 
• Assist in maintaining organizational records, including policies, procedures, contracts, compliance documents, and financial files. 
• Assist in overseeing administrative systems and workflows, ensuring efficient document management and interdepartmental communication. 
• Track and coordinate vendor contracts, ensuring timely renewals, compliance, and proper documentation. 
• Act as a liaison for IT support and facility needs, coordinating with vendors as necessary. 
• Provide meeting and board support, including scheduling, preparation of materials, and documentation. 
• Assist in scheduling and logistics for internal staff meetings, managing calendars, and prioritizing workflow for leadership. 
• Support artist contracting by assisting with documentation, tracking, and processing agreements in collaboration with the Programming team. 
• Assist in administrative logistics for performances, rentals, and artist programs, ensuring agreements and payments are properly documented. 
• Identify and implement process improvements to enhance financial, administrative, and operational efficiency across departments. 

Financial Management: 

• Serve as the primary liaison with Supporting Strategies, ensuring smooth coordination with Atlas’ third-party bookkeeping team. 
• Manage day-to-day financial transactions, including accounts payable, receivable, reconciliations, and payroll coordination. 
• Maintain QuickBooks Online and Bill.com, ensuring accurate and timely bookkeeping. 
• Assist in budget preparation, monitoring, and variance tracking, providing department heads with budget vs. actual reports. 
• Process expense reports, credit card transactions, and reimbursements, ensuring proper documentation. 
• Support audit preparation, including gathering financial records and reports. 
• Help manage cash flow and grant tracking, ensuring compliance with restricted fund allocations. 
• Support the Director of Administration and Development team in monitoring restricted grants and financial reporting obligations to ensure compliance with funding requirements. 
• Work with Programming and Finance teams to ensure artist payments are processed accurately and on time. 
• Ensure adherence to internal financial controls and policies, assisting with financial process improvements as needed.  

Human Resources & Staff Support: 

• Assist with HR functions, including onboarding, benefits administration, and maintaining employee records. 
• Support payroll processing in coordination with external providers. 
• Help ensure compliance with HR policies and employment laws, including proper documentation and reporting. 
• Help coordinate staff performance evaluation processes and professional development initiatives. 
• Assist in maintaining and organize HR-related records for compliance and accessibility. 
• Assist in fostering a positive workplace culture by supporting employee engagement efforts and internal communication initiatives. 

Qualifications and Skills 

Required Qualifications: 

• 3+ years of experience in finance, office management, administration, or a related role, preferably in a nonprofit or arts organization. 
• Proficiency in QuickBooks Online, Bill.com, and Microsoft Office Suite (Excel, Word, Outlook). 
• Strong understanding of basic accounting principles, budget management, and financial reporting. 
• Excellent organizational and time management skills, with the ability to multitask, prioritize, and problem-solve independently. 
• Strong interpersonal and communication skills, with the ability to engage effectively with staff, vendors, and stakeholders. 
• High attention to detail and the ability to maintain confidentiality and professionalism in handling sensitive financial and HR information. 
• Experience managing vendor relationships and contract tracking. 
• Ability to work both independently and collaboratively, supporting multiple departments and leadership. 

Preferred Qualifications: 

• Knowledge of nonprofit financial management and grant tracking. 
• Familiarity with arts administration, event support, or artist contracting. 
• Experience working with outsourced finance teams or third-party bookkeepers. 
• Comfort navigating HR systems, payroll processing, and benefits platforms. 
• Strong analytical skills with the ability to identify and implement process improvements. 
• Familiarity with Patron Manager (Salesforce), Momentous (formerly Ungerboeck), or other arts/event management platforms. 

Benefits: 

Health, dental, and vision insurance, paid vacation, holiday, personal days and sick leave, Costco membership, retirement.