Location: Remote with occasional travel

Compensation: $60,000-$70,000 annually, depending on experience

Benefits: Fully paid health insurance, 401(k) with company match, paid time off, and more!

About Wikimotive

Wikimotive is a boutique digital marketing agency serving a growing network of ~200 auto dealerships across North America. We pride ourselves on delivering best-in-class services, fostering strong client relationships, and driving results. We're a collaborative, entrepreneurial team that values ownership, continuous improvement, and giving employees the opportunity to make a meaningful impact on how the business operates. If you're a motivated, proactive and detail oriented professional who thrives in a fast-paced environment, we want to hear from you! 

The Role: Business Administrator

The Business Administrator is responsible for the day-to-day execution of Wikimotive's accounting, payroll, HR administration, and operational processes. Working closely with the President and CFO, this role ensures financial and administrative operations are executed accurately, efficiently, and in compliance with company policies. This is a hands-on role for someone who enjoys owning recurring operational processes, creating structure, and making the business more efficient over time. The ideal candidate is highly organized, proactive, and continuously seeks opportunities to improve systems and processes. This position reports directly to the President and partners closely with the Chief Financial Officer. As Wikimotive continues to grow, this role will have the opportunity to build scalable processes, improve systems, and play an important part in the company's long-term operational success.

Key Responsibilities

Accounts Payable:

• Manage the company's accounts payable process.
• Process vendor payments in accordance with approved payment schedules.
• Monitor and respond to the accounting and billing email inbox.
• Research and resolve vendor billing inquiries.

Accounting Operations:

• Maintain accurate financial records in QuickBooks.
• Perform monthly bank and credit card reconciliations.
• Maintain accurate records of company bank, credit card, and loan account balances.
• Assist with month-end accounting activities as directed by the CFO.
• Maintain organized financial records and supporting documentation.

Accounts Receivable: 

• Generate and distribute client invoices.
• Process client payments, including credit cards and prepaid accounts.
• Maintain accurate client billing records.
• Set up new clients within the billing system.
• Research and resolve client billing questions.
• Monitor outstanding receivables and follow established collection procedures.

Payroll Administration: 

• Process payroll for Wikimotive and affiliated entities in accordance with established schedules and approved payroll changes.
• Process contractor and subcontractor payments.
• Process commissions, bonuses, reimbursements, and approved payroll adjustments.
• Maintain payroll records and support payroll-related inquiries.

Onboarding New Employees and Contractors: 

• Coordinate onboarding for new employees and contractors.
• Create employee profiles and payroll records in Paychex.
• Ensure all required onboarding documentation is completed.

Benefits Administration:  

• Serve as the primary administrator for employee benefits.
• Coordinate benefit enrollment for eligible employees.
• Manage qualifying life event changes.
• Coordinate annual Open Enrollment and employee benefits meetings.
• Serve as the primary point of contact for employee benefit questions.
• Maintain employee benefit records and documentation.

Employee Offboarding: 

• Coordinate employee offboarding.
• Process final payroll, as applicable.
• Administer COBRA and benefits termination.
• Remove employees from Paychex and other applicable systems.
• Maintain offboarding documentation.

HR Administration: 

• Serve as the primary point of contact for day-to-day HR administration.
• Administer Paychex and maintain employee records.
• Coordinate multi-state payroll tax and employment compliance activities in partnership with Paychex and company leadership.
• Monitor employment law and compliance updates.
• Maintain HR documentation and company policies.

Process Improvement: 

• Identify opportunities to improve administrative, payroll, and accounting processes.
• Develop and maintain standard operating procedures (SOPs).
• Identify and implement process improvements that increase accuracy, consistency, and operational efficiency.
• Support special projects assigned by the President and CFO.

Qualifications

Required

• 3–5 years of experience in accounting operations, payroll administration, business administration, HR administration, finance operations, or a related operational role.
• Excellent customer service and professional communication skills.
• Strong organizational skills with exceptional attention to detail.
• Strong written and verbal communication skills.
• Ability to maintain confidentiality and exercise sound judgment when handling sensitive financial and employee information.
• Ability to work independently, prioritize competing responsibilities, and proactively solve problems.
• Experience using QuickBooks in a business environment.
• Experience processing payroll using a payroll platform such as Paychex, ADP, Gusto, or a similar system.
• Experience managing accounts payable and accounts receivable.
• Ability to manage multiple priorities while maintaining exceptional accuracy and follow-through.
• Proficiency with Google Workspace (Docs, Sheets, Drive, Gmail).
• Experience supporting payroll, HR administration, or compliance across multiple states.

Preferred: 

• Bachelor's degree in Business Administration, Accounting, Human Resources, Finance, or a related field (or equivalent professional experience).
• Experience administering employee benefits.
• Experience working in a remote or hybrid organization.
• Experience documenting and improving operational processes.
• Familiarity with employment documentation and HR administration.
• Experience working in a professional services, marketing agency, or small business environment.

Measure of Success 

Success in this role requires someone who is:

• Highly organized and detail-oriented.
• Dependable and able to manage confidential information with discretion.
• Proactive in identifying and solving problems before they become issues.
• Comfortable working independently while collaborating with leadership.
• Process-oriented and motivated to improve systems and workflows.
• Adaptable in a fast-paced, growing business.
• Committed to delivering accurate, timely work.
• Takes ownership of recurring responsibilities and follows through without needing frequent direction.
• Provides exceptional service to employees, clients, and vendors.

• Competitive salary 
• Fully paid medical insurance for all employees.
• Generous vacation and sick time.
• 401(k) with company match to help you plan for the future.