Administrative & finance manager
family business – coding and marking industry
role overview
the administrative and finance manager plays a central leadership role, ensuring the company's financial stability, administrative efficiency, and internal order. In a family business environment, this position acts as the backbone of structure and control, connecting finance, operations, people, and systems.
in the coding and marking industry—where inventory accuracy, technical assets, service responsiveness, and compliance are critical—this role ensures that resources, data, and people are managed with discipline and transparency to support sustainable growth.
key responsibilities
1. Financial management & control
* plan, manage, and monitor budgets, forecasts, cash flow, and profitability.
* produce timely and accurate financial statements and management reports for ownership and leadership.
* control costs related to equipment, consumables (inks, solvents), spare parts, service tools, and software licenses.
* monitor margins by business line: equipment sales, consumables, spare parts, service contracts, and software.
* support pricing decisions in coordination with sales and operations.
2. Accounting, tax & legal compliance
* supervise accounting operations in compliance with local accounting standards and tax regulations.
* coordinate with external auditors, and legal advisors.
* ensure timely tax filings, payroll obligations, and statutory reporting.
* maintain organized, auditable financial and administrative records.
3. Cash flow, banking & financing
* manage bank relationships, leasing, and financing of capital equipment.
* oversee accounts receivable and collections, especially for high-value industrial equipment.
* supervise accounts payable to maintain supplier relationships while protecting cash flow.
* evaluate financing needs related to growth, inventory, or new technologies.
4. Warehouse & inventory administration
* oversee warehouse administration for machines, consumables, spare parts, and accessories.
* ensure accurate inventory valuation, stock rotation, traceability, and reconciliation between physical and system inventory.
* define and monitor minimum and maximum stock levels based on sales, service, and lead times.
* coordinate with operations and service teams to ensure availability of critical parts and consumables.
* control inventory obsolescence, slow-moving items, and write-offs.
* ensure proper documentation for imports, warranties, and serialized equipment.
5. Administrative operations & internal controls
* oversee administrative functions including billing, purchasing support, contract administration, and payroll coordination.
* design and enforce internal controls and approval processes appropriate to a family business structure.
* ensure segregation of duties and protection of company assets.
* identify operational and financial risks and implement mitigation measures.
6. Information technology (it) oversight
* supervise it administration, either directly or through external providers.
* ensure reliability and security of erp, accounting systems, inventory software, crm, and service management tools.
* oversee user access controls, data integrity, backups, and cybersecurity best practices.
* coordinate system improvements to support traceability, reporting, and operational efficiency.
* align it investments with business priorities and budget constraints.
7. Human resources (hr) administration
* oversee hr administration including payroll processing, benefits administration, employee records, and compliance.
* support recruitment, onboarding, and offboarding processes in coordination with management.
* ensure compliance with labor laws, internal policies, and workplace regulations.
* support performance evaluation processes and basic training coordination.
* act as a neutral, professional reference in people-related administrative matters within a family business context.
8. Cross-functional support & business partnership
* work closely with operations, sales, service, and leadership to align financial and administrative processes with business reality.
* provide financial and operational insights to support decision-making.
* support project costing, service profitability analysis, and resource planning.
9. Family business governance & continuity
* act as a trusted financial and administrative partner to ownership.
* promote transparency, structure, and professional management practices while respecting family values.
* support long-term planning, reinvestment decisions, and business continuity.
required skills & competencies
* strong expertise in finance, accounting, administration, and internal control.
* solid understanding of inventory-intensive and technical service businesses.
* experience with erp systems and cross-functional processes.
* high integrity, discretion, and organizational discipline.
* hands-on, structured, and solution-oriented mindset.
* strong communication skills across technical, operational, and ownership levels.
success in this role looks like
* clear financial and inventory visibility.
* controlled cash flow and reduced operational risk.
* reliable systems and clean data.
* order and structure in people and processes.
* strong trust from ownership and leadership