Finance & Administrative Specialist

Job Description
Job Description
Portola Systems is a managed service provider serving SMB and public-sector clients across the San Francisco Bay Area. We are seeking a detail-oriented, collaborative Finance & Administrative Specialist to support our finance and administrative operations. Reporting to the Finance Manager, this role is responsible for day-to-day bookkeeping, contract administration, payroll, benefits coordination, and related administrative functions.

This is a high-precision, task-focused role best suited for a well-organized professional who thrives in a collaborative support environment. This is a hybrid remote and on-site position based in Sonoma County. On-site presence is preferred; however, 100% remote arrangements will be considered for qualified candidates. Only currently considering candidates in California and Oregon.

Compensation

$70,000 - $80,000 yearly
Responsibilities:
Accounts Receivable & Billing
Generate daily hardware/software invoices in QuickBooks Online (QBO) and the Professional Services Automation & Billing System (PSA). Prepare and release monthly recurring service and project billing. Track customer deposits and ensure timely, accurate revenue recognition. Reconcile PSA and QBO to confirm billing accuracy and timing. Contract Administration
Monitor contract expirations, discounts, and renewals.

Coordinate with Sales and Service teams for client onboarding and compliance documents such as Certificates of Insurance (COIs). Accounts Payable
Provide backup support to AP Clerk by preparing weekly AP runs and resolving vendor inquiries, tracking credit-line usage, and ensuring proper approvals. Payroll & HR Support
Verify timesheets and process bi-weekly payroll, including certified payroll. Coordinate health, dental, HSA, 401(k), and other benefit enrollments and changes. Assist with onboarding/offboarding, personnel records, and responding to HR-related questions.

Month-End & Compliance
Assist with monthly close and state/local tax filings. Support preparation of 1099s and year-end audit documentation. Administrative Operations
Manage calendars and trackers for contract renewals, licenses, and benefits. Respond to internal HR requests promptly. Support document control, reporting, and improvement initiatives directed by the Finance Manager and Accounting Manager.

Qualifications

Education/Training
Completion of a Bookkeeper Certificate Program (e.g., SRJC Bookkeeper Certificate Program) or an Associate’s degree in Accounting, Finance, or a related field. Experience
5+ years in accounting support roles desired.
1+ years in a professional services environment is a plus. Management experience a plus. Management of insurance and bonding policies. Hands-on use of QuickBooks Online (QBO) and a Professional Services Automation & Billing System. Payroll and basic HR/benefits administration for teams under 30 employees.

Experience with customer contracts and administrative compliance tracking. Skills
Proficient in Microsoft Office, especially Excel, Outlook, and Teams. Strong task and time management skills with a high degree of accuracy. Clear written and verbal communication skills across teams. Ability to manage confidential financial and personnel information with discretion. Preferred Attributes
Prior experience in IT services or a managed service provider setting. Knowledge of California HR/payroll requirements. Familiarity with audit support and regulatory filings (e.g., sales tax, e-waste).

About Company
Portola Systems is a Sonoma County-based managed IT services provider supporting SMBs and public-sector clients throughout the Bay Area. Since 1994, we’ve delivered secure, scalable technology solutions with a focus on long-term partnerships. Our mission is to help clients work smarter with reliable, personalized support. Clients describe us as “brilliant engineers with outstanding support” and praise our “can-do, here-to-help approach.” We value integrity, responsiveness, and teamwork.

With under 30 team members, we blend the deep expertise of a larger firm with the agility and care of a boutique provider. We foster a collaborative, growth-minded culture where people feel trusted and empowered. Joining Portola means being part of a tight-knit team that thrives on solving complex challenges and delivering excellence to the communities and businesses we serve.