Accounting & HR Administrator

FLC Distribution Corp. dba Faven Lighting is seeking an Accounting & HR Administrator who is proactive, detail‑oriented, and highly skilled in financial operations, HR compliance, and organizational systems. This role supports core business functions by managing the company’s accounting workflows, overseeing multi‑state HR compliance, and providing administrative support that strengthens internal communication and operational efficiency. The ideal candidate thrives in a fast‑paced environment, exercises strong judgment, and contributes to a culture grounded in precision, ownership, and collaboration. This position is responsible for maintaining accurate financial records, reconciling accounts, processing invoicing and payments, managing affiliate payouts, organizing receipts and documentation, and supporting month‑end, quarter‑end, and year‑end financial processes. It also oversees key HR functions, including employee onboarding, benefits coordination, employee recordkeeping, handbook updates, compliance tracking, and serving as the primary HR point of contact for employees and leadership. Additionally, the role provides administrative support through meeting note‑taking, action‑item recaps, occasional reservation and logistics coordination, and assistance with applicable projects and operational tasks. Because this role sits at the intersection of both accounting and human resources, it requires a high level of collaboration, transparency, and cross‑departmental communication. The individual in this position will have significant visibility into financial operations, HR compliance, and day‑to‑day organizational needs. A core responsibility of this role is to evaluate, refine, and rebuild existing HR and financial processes, ensuring that all frameworks, workflows, and documentation align with best practices, regulatory requirements, and operational efficiency standards. The ideal candidate is someone who is comfortable taking ownership of systems improvement, identifying gaps, proposing solutions, and implementing stronger, more scalable processes across both functions. This role is best suited for someone who thrives in a small, fast‑moving company where processes are continuously evolving and individuals are expected to take initiative, drive improvements, and help build a more mature operational infrastructure. This is an opportunity to join a fast‑growing business where accuracy, problem‑solving, and relationship‑building are essential—and where motivated team members can expand their skills and shape their long‑term career path. About the Company: Faven Lighting specializes in under canopy lighting solutions geared toward cannabis cultivation. The company is committed to upholding values of excellence, integrity, and customer satisfaction, and ensuring that every interaction with clients reflects these principles. About the Job: • Full-time position (40 hrs weekly) • Pacific Time Zone • Remote position • W2 Employment role • Small, close-knit team Responsibilities: Accounting & Finance - 45% allocation time • Maintain accurate, up‑to‑date financial records across all systems, ensuring proper coding, documentation, and compliance with internal standards. • Reconcile all accounts—including bank, credit card, merchant, and internal ledgers—by reviewing statements, matching transactions to receipts, resolving discrepancies, and keeping QuickBooks Online current. • Assist with company bill pay by preparing, scheduling, and processing payments, ensuring accuracy, proper documentation, and timely submission to all vendors and service providers. • Organize, file, and properly name all receipts and financial documents according to established protocols to support audit readiness and efficient retrieval. • Process customer invoicing, billing, and refunds; apply payments, track outstanding balances, and provide customers and vendors with updated account statements. Assist with payment processing and documentation as needed. • Manage affiliate payouts by calculating commission amounts owed, issuing payments, and maintaining accurate tracking logs and supporting documentation. • Support month‑end, quarterly, and year‑end close processes, including reconciliations and journal entries. • Assist with P&L reporting, variance review, and financial reporting; provide leadership with insights, summaries, and consultation to support decision‑making. • Build, implement, and manage a company‑wide budgeting framework that ensures financial visibility and accountability across all departments. Maintain up‑to‑date budget tracking tools, monitor spending against approved budgets, and provide each department director with clear, timely reporting on their budget status. Partner with leadership to identify variances, forecast needs, and support strategic financial planning. Human Resources - 45% allocation time • Serve as the primary HR point of contact for employees and leadership, providing guidance, support, and timely responses while maintaining strict confidentiality. • Ensure full compliance with federal, state, and multi‑state employment laws by keeping all HR policies, postings, documentation, and regulatory requirements current. • Manage the full employee lifecycle, including new‑hire onboarding (offer letters, paperwork, I‑9s, system setup, state‑specific compliance), employee recordkeeping, status changes, and offboarding processes. • Maintain and update the employee handbook and internal HR policies to reflect evolving state regulations and company standards. • Act as liaison with healthcare and benefits brokers; support employees with benefits enrollment, changes, questions, and issue resolution. • Maintain accurate and organized personnel files, HR documentation, and digital archives in accordance with retention and privacy requirements. • Support HR initiatives such as employee engagement, policy rollouts, compliance updates, and internal communication efforts. • Assist with performance review processes, including preparing, distributing, tracking, and organizing documentation. • Coordinate payroll‑related HR tasks by ensuring employee data, deductions, and documentation are accurate and up to date. • Track required trainings, certifications, acknowledgments, and compliance‑related employee documentation. Administrative & Executive Support - 10% allocation time • Provide support to the Senior Administrative Executive by assisting with projects and operational tasks as assigned, including note‑taking during meetings, preparing action‑item recaps, and occasionally coordinating logistics such as booking reservations. Education & Experience: • High School Diploma or GED required. • Associate’s or Bachelor’s degree in Accounting, Finance, or a related field. • 5+ years of professional accounting experience, including reconciliations, invoicing, financial reporting, and system management. • 2+ years of Human Resources experience, with demonstrated knowledge of multi‑state compliance, onboarding, benefits coordination, and HR documentation. • 2+ years of experience working in a fast‑paced, e‑commerce business environment. Required Skill-Sets: • Effective communication: Communicate clearly and professionally in both written and verbal interactions. • Critical thinking & multitasking: Solve problems efficiently while managing multiple priorities with accuracy and attention to detail. • Independent work & collaboration: Handle tasks autonomously while maintaining strong coordination and alignment with the team. • Technical proficiency: Use Google Workspace, QuickBooks Online, Gusto, Shopify, and other digital software with speed and accuracy. • Proactive problem‑solving & initiative: Identify tasks, anticipate needs, extract key takeaways from conversations, and independently execute next steps to drive progress and efficiency. About You- Success Factors • Takes initiative to add value to the business, even when tasks are not clearly defined, and consistently looks for ways to improve processes and outcomes. • Demonstrates strong work ethic, reliability, and accountability; operates effectively within the organizational structure and consistently exhibits trustworthiness and responsible behavior. • Approaches challenges with a solution‑oriented mindset, using sound judgment and problem‑solving skills to navigate a rapidly evolving and competitive environment. • Gives and receives constructive feedback with professionalism, openness, and a commitment to continuous improvement. • Applies strong analytical skills to review, verify, and correct documentation quickly and accurately. • Maintains superb interpersonal skills—approachable, professional, and relationship‑focused with both internal teams and external partners. • Works effectively in a remote environment with a reliable, up‑to‑date computer and a quiet, professional workspace. • Manages time, priorities, and deadlines with consistency, demonstrating strong organizational skills and the ability to stay focused in a fast‑paced setting. • Maintains confidentiality and exercises sound judgment when handling sensitive financial and HR information. • Adapts quickly to new systems, processes, and changes in business needs, demonstrating flexibility and resilience. Benefits • Base pay: $66k annually (negotiable based on experience) • Comprehensive benefits package including health insurance, holidays, paid vacation, PTO, and bereavement leave • Supportive team environment • Professional development, growth opportunities, annual merit raises • Work/life balance The ideal candidate will be located in Northern California around the Sacramento area. As part of the hiring process, candidates for this role will be required to complete a skills assessment test designed to evaluate job-related competencies essential for success in the position. The test is solely intended to assess relevant skills and does not serve as a condition for employment beyond standard qualifications. Duties, responsibilities, and activities may change at any time. Faven Lighting is an Equal Employment Opportunity (EEO) employer and welcomes all qualified applicants.