Payroll & Accounting Coordinator

Position Details:
The Payroll & Accounting Coordinator will manage payroll, daily sales reconciliation, and licensing/administrative functions for the company's restaurant locations, while coordinating with an outsourced bookkeeping/AP firm on bookkeeping, invoice management, and accounts payable.

This is an in-office position based at the company's central office, with a flexible part-time schedule to be coordinated with ownership.

Schedule: Part-time, 15–20 hours/week, ongoing.

Key Responsibilities

Bookkeeping & AP Coordination

• Serve as the primary point of contact with the outsourced bookkeeping/AP firm, ensuring they have accurate, timely records and documentation to process vendor bills and maintain the books.
• Review and route outsourced AP activity for final payment approval from Ownership; flag any discrepancies or vendor issues.

Payroll

• Process bi-weekly payroll directly through Paychex for all locations.
• Track and record employee vacation/PTO.

Daily Sales & Cash

• Own daily Toast sales and reporting reconciliation across all locations.
• Prepare daily cash reporting for ownership.

Licensing & Permitting

• Track expiration dates and maintain a master log for all business, liquor, food service, and health licenses/permits across all locations, flagging renewals with enough lead time to avoid lapses.
• Prepare and organize renewal documentation (insurance certificates, tax filings, inspection records) and coordinate with health departments, licensing boards, or filing services as needed.

Office Management

• Serve as the point person for day-to-day office operations in a small office environment (1–4 people), managing supplies, vendors, and equipment.
• Maintain organized physical and digital filing systems for company records and support light administrative/scheduling needs for ownership.

QuickBooks & Systems

• Serve as the internal point of contact for QuickBooks access and data needs, coordinating with the outsourced bookkeeping firm as new entities/locations are added.

Tax & Outside Coordination

• Coordinate directly with the company's outside CPA/tax preparer on routine items, with ownership retaining final oversight of that relationship.

Growth Context
The company currently operates 4 restaurants and a holding company, with future growth expected. This role is expected to scale in coordination responsibilities as the company expands and works with outsourced financial partners.

Reporting Relationship
Reports To: Owners
Team Structure: Works independently in a part-time capacity, coordinating closely with ownership, the outsourced bookkeeping/AP firm, and the outside CPA.

Qualifications

• 3+ years of bookkeeping/accounting experience, ideally across multiple entities or locations (restaurant/hospitality a plus).
• Proficiency in QuickBooks required; experience with Toast and Paychex strongly preferred.
• Accounting/finance degree or bookkeeping certification preferred but not required.

Pay: $31,000.00 - $45,000.00 per year

Education:

• Bachelor's (Required)

Work Location: In person