Finance & HR Coordinator

Finance & HR Coordinator

Position Summary

The Finance & HR Coordinator provides critical administrative and operational support to the Finance and Human Resources functions of the organization. Reporting to the Vice President of Operations & Finance and working closely with the Controller, this position is responsible for accounts payable processing, payroll administration, benefits administration, employee records management, contract administration, financial documentation, and general administrative support.

This position plays an important role in maintaining compliance, supporting internal controls, ensuring accurate documentation, and delivering exceptional service to employees, vendors, artists, and contractors. The ideal candidate is highly organized, detail-oriented, proactive, and comfortable managing multiple priorities in a fast-paced performing arts environment.

What Success Looks Like in the First Year

By the end of the first year, the Finance & HR Coordinator will have:

Finance Administration

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  Maintained accurate and organized financial records and supporting documentation.
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  Established timely and efficient accounts payable processing procedures.
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  Improved consistency in vendor onboarding, W-9 collection, and contract tracking.
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  Supported month-end and year-end financial processes with minimal supervision.

Human Resources Administration

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  Maintained complete and compliant employee personnel files.
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  Successfully coordinated payroll and benefits administration activities.
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  Improved onboarding and offboarding processes for employees and contractors.
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  Built positive working relationships with employees while maintaining confidentiality and professionalism.

Organizational Support

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  Become a trusted resource for staff seeking assistance with payroll, benefits, reimbursement requests, and administrative questions.
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  Developed strong working relationships across departments.
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  Demonstrated exceptional attention to detail, responsiveness, and customer service.

Essential Duties and Responsibilities

Finance Support

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  Process accounts payable invoices and prepare payment requests.
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  Maintain vendor records, including W-9 forms and required documentation.
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  Assist with credit card reconciliations and supporting documentation collection.
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  Track contracts, purchase orders, and vendor agreements.
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  Prepare deposits and maintain supporting financial records.
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  Assist with account reconciliations and month-end close activities.
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  Support annual audit preparation and financial record requests.
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  Maintain organized electronic and physical financial files.
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  Assist with grant and restricted fund documentation as assigned.

Payroll & Benefits Administration

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  Coordinate payroll processing and payroll-related documentation.
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  Maintain employee payroll records and forms.
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  Assist employees with benefits enrollment and changes.
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  Coordinate open enrollment activities.
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  Process new hire, termination, and employee status change documentation.
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  Serve as a liaison with payroll and benefits providers.
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  Maintain benefit files and supporting documentation.

Human Resources Administration

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  Maintain employee personnel files and HR records.
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  Assist with onboarding and offboarding processes.
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  Coordinate background checks and employment verifications.
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  Track employee acknowledgments, certifications, and required training.
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  Assist with recruiting logistics, interview scheduling, and candidate communications.
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  Support employee engagement initiatives and staff events.
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  Maintain confidentiality regarding personnel matters.

Compliance & Administrative Support

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  Assist with compliance tracking and record retention.
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  Maintain organizational forms, templates, and administrative records.
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  Monitor deadlines related to payroll, benefits, contracts, and compliance requirements.
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  Support special projects assigned by the Vice President of Operations & Finance or Controller.
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  Provide administrative support to finance and HR initiatives as needed.

Qualifications

Required Education and Experience

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  Associate's degree or equivalent professional experience in accounting, business administration, human resources, finance, or a related field.
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  Two to four years of administrative, accounting, payroll, human resources, or office management experience.
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  Experience working with confidential information.
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  Strong organizational skills and attention to detail.
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  Proficiency with Microsoft Office, particularly Excel.

Preferred Qualifications

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  Bachelor's degree in Business Administration, Human Resources, Accounting, Finance, or a related field.
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  Experience working in a nonprofit organization.
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  Experience with payroll, benefits administration, or bookkeeping.
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  Experience using BambooHR, QuickBooks, Employee Navigator, or similar systems.
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  Interest in nonprofit arts and culture organizations.
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  Appreciation for theatre and the performing arts.

Knowledge, Skills, and Abilities

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  Strong attention to detail and accuracy.
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  Excellent organizational and time-management skills.
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  Ability to prioritize multiple projects and deadlines.
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  Strong written and verbal communication skills.
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  Ability to maintain confidentiality and exercise discretion.
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  Customer-service oriented mindset.
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  Ability to work independently while also collaborating with a team.
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  Strong problem-solving skills and initiative.

Work Schedule & Location

This position is based in San Antonio and requires regular in-person attendance. While most work will occur during normal business hours, occasional evening and weekend availability may be required to support organizational events, open enrollment activities, onboarding sessions, or other operational needs.

Physical Requirements

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  Ability to work in an office environment.
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  Ability to sit, stand, and use a computer for extended periods.
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  Ability to occasionally lift and move items weighing up to 25 pounds.

Classification

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  Full-Time, Non-Exempt
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  Reports to: Vice President of Operations & Finance
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  Works Closely With: Controller, Executive Leadership Team, Department Directors, Payroll and Benefits Providers