Finance & Administration Manager

Job description

The Role: The Finance & Administration Manager owns our day-to-day financial operations and administrative backbone. This is the company's first dedicated finance hire and the single internal owner of bookkeeping, accounts payable and receivable, payment file preparation, and coordination with our external accounting firm and shareholder finance team. It is a hands-on role with real ownership: you will be the finance voice in the room, the person who catches issues before they become problems, and the bridge that keeps information moving cleanly between us, our accountants, and our shareholders. Reporting directly to the CEO with a functional line to the shareholder-nominated CFO, the role is positioned to grow into broader financial leadership — building and leading our internal finance function as the business scales. Responsibilities: Operational Accounting & Bookkeeping Own day-to-day bookkeeping — accounts payable, accounts receivable, expense recording, and account reconciliation. Review and validate supplier invoices and CFDI documentation before processing. Maintain organized, audit-ready financial records and supporting documentation. Reconcile bank activity and confirm settlement of executed payments. Track operating costs and cash position, and flag variances to the CEO. Accounts Payable & Payment File Ownership Prepare payment applications — assemble the invoice, CFDI, contract, and purchase order documentation required for each request. Route payment requests through the established approval process and track each request through to execution. Follow up on pending approvals and keep the CEO informed on payment status and timing. Reconcile executed payments and close the loop in the accounting records. Manage vendor onboarding, documentation, and payment terms. Accounts Receivable & Invoicing Issue invoices to fleet operator partners and maintain the receivables ledger. Track receivables aging and escalate overdue balances to the CEO and the Operations Manager for follow-up. Ensure invoicing complies with Mexican tax and CFDI requirements. External Coordination — Accounting Firm & Shareholder Finance Serve as our day-to-day contact for the external accounting firm — monthly close, tax filings, and compliance requirements. Review the work of the external accounting firm and challenge inconsistencies before they reach reporting. Act as the operational bridge to the shareholder finance team and the shareholder-nominated CFO — prepare materials, respond to information requests, and coordinate approvals. Prepare recurring internal and shareholder reporting packages in both Spanish and English. Support audit and compliance requests from external parties. Payroll & HR Administration Coordinate payroll with the external payroll provider — validate calculations, IMSS and INFONAVIT contributions, and statutory benefits. Manage benefits enrollment and administration for the team. Run HR onboarding for new team members — employment documentation, registrations, system access, and equipment provisioning. Maintain employee records and support general people-administration needs as the team grows. Office & Corporate Administration Manage office logistics, supplier contracts, and general administrative needs. Administer company subscriptions, communications infrastructure, and basic IT coordination. Maintain corporate documentation — contracts, registrations, and legal filings — in coordination with external counsel. Administer the business insurance program in coordination with the appointed broker. Manage travel coordination and expense administration for the team. Requirements: 5–8 years of experience in accounting, financial operations, or financial control — ideally as the lead or second finance person in a small company, or as a senior contador or analyst in a mid-size organization. Strong command of Mexican accounting and tax requirements — SAT, CFDI, IMSS, INFONAVIT, and statutory reporting obligations. Fluent English is a core requirement of this role, not a preference — you will be our primary interface with English-speaking external finance stakeholders, in writing and on calls. Experience coordinating with external accounting firms, auditors, or corporate finance functions. Proficiency with accounting software (e.g. CONTPAQi, QuickBooks, or equivalent) and advanced Excel; comfort with Google Workspace. High attention to detail with the judgment to know what matters — able to catch errors early and raise them clearly. Maturity and ownership: comfortable being the only internal finance voice and holding your position with external counterparts. Ambition to build — interest in formalizing processes and eventually leading a finance team as the company scales. Comfortable in a startup environment: hands-on, fast-moving, no established playbook. Bilingual Spanish/English required. Based in Monterrey.