Finance & Administrative Manager (AI & Automation-Focused) - Part-Time Hybrid

The successful candidate will manage financial administration, online banking, bill payments, payroll processing, contractor payments, vendor communications, and property-related financial matters across multiple companies. They will also continuously improve how that work gets done using AI and automation.

Our independent bookkeeping service maintains our QuickBooks records. This role focuses on financial administration, transaction processing, and coordination, and on building smarter systems around them.

The position is hybrid, with two to three weekly visits to our Huntington Station office to process mail, checks, invoices, and physical documents. All other work may be completed remotely.

What We’re Looking For

This role is for someone who has done things like the following in a previous finance or admin role:

• Used AI tools (ChatGPT, Claude, Copilot, Gemini, etc.) to review invoices, reconcile transactions, summarize statements, or draft financial correspondence
• Built automations (Zapier, Make, Power Automate, Google Apps Script, bank rules, etc.) to handle bill tracking, payment reminders, data entry, or reporting
• Set up automated workflows between banking, payroll, accounting, and spreadsheet systems
• Replaced a manual, repetitive finance process with a system that runs itself

If you have no hands-on AI or automation experience in a finance role, this position is not the right fit.

Primary Responsibilities

1. Banking & Financial Administration * Manage business online banking activities * Prepare and process authorized electronic bill payments, ACH transactions, and bank transfers * Monitor account activity and verify incoming deposits * Review invoices, statements, bills, and payment notices * Maintain payment schedules and ensure obligations are met before deadlines * Coordinate financial activities across multiple business entities * Identify discrepancies and escalate financial concerns to management * Follow established authorization and payment verification procedures

2. Payroll & Contractor Payments * Process biweekly payroll through online payroll software * Process payments to independent contractors, including local professionals and remote virtual assistants * Track payment schedules, contractor invoices, and timekeeping records * Reconcile payments against timekeeping and invoice data

3. Real Estate & Property Financial Administration * Review property-related invoices, expenses, and financial correspondence * Coordinate payments for mortgages, property taxes, insurance, utilities, and other property expenses * Communicate with insurers, lenders, vendors, and government agencies on financial matters * Track insurance renewals and property tax grievance deadlines * Verify transactions and deposits through property management software * Ensure obligations for each property-holding entity are identified and paid

4. AI & Process Automation * Identify repetitive finance and admin tasks that can be automated * Build and maintain automations for bill tracking, payment reminders, deadline alerts, and reporting * Use AI tools to speed up document review, reconciliation, and correspondence * Document workflows so systems are reliable and easy to hand off * Work with our internal systems team on larger automation projects

5. Office Administration & Bookkeeping Coordination * Visit our Huntington Station office two to three times weekly * Collect, scan, organize, and route incoming mail, checks, and financial documents * Process incoming checks and coordinate deposits * Maintain organized electronic records in cloud-based systems * Provide documentation and transaction details to our bookkeeping service * Help resolve discrepancies and locate missing records

This is not a bookkeeping or tax preparation role. QuickBooks bookkeeping is handled separately.

• 3+ years of experience in financial administration, accounts payable, payroll, or finance operations
• Demonstrated experience using AI tools or building automations in a previous finance role. Be ready to describe specific examples.
• Experience with online business banking and electronic bill payment systems
• Experience independently processing payroll using established payroll software
• Experience with accounts payable, vendor payments, and financial recordkeeping
• Strong proficiency with Google Workspace, especially Google Sheets
• Strong attention to detail and comfort following financial controls and approval procedures
• Ability to handle confidential financial information securely, including multifactor authentication
• Willingness to complete reference checks and lawful job-related background screening
• Availability for 10-20 hours weekly, including regular office visits in Huntington Station, * Experience with Zapier, Make, Power Automate, Google Apps Script, or similar tools
• Experience with real estate, property management, or multi-entity operations
• Familiarity with Buildium, AppFolio, Yardi, or similar platforms
• Familiarity with QuickBooks, Intuit Payroll, ADP, Gusto, or similar platforms
• Experience paying international contractors through Wise or similar platforms

Our Technology

Bank of America Online Banking, Intuit Payroll, QuickBooks, Buildium, Google Workspace, Wise, and Jibble. Experience with these exact platforms is helpful but not required.

Schedule & Compensation

• Part-time hybrid, approximately 10-20 hours per week
• Two to three office visits weekly in Huntington Station; all other work remote
• Flexible scheduling, with a focus on a long-term relationship
• $22.50-$35.00 per hour, depending on experience and demonstrated automation skills

New York Online Realty Corp. is an established real estate brokerage, property management, and investment company serving Long Island and the greater New York metropolitan area. Our organization includes New York Online Realty, AllSpaces, and multiple affiliated real estate investment and property-holding companies.

We are a technology-forward organization that actively uses AI and automation across our operations. We are seeking a finance and administrative professional who has done more than use software. We want someone who has used AI tools or built automations to make a finance function faster, more accurate, and less manual.