Finance And Administrative Specialist

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.

Compensation :

$55,000 - $60,000 per year

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

Accounts Payable

Payroll & HR Support

Month-End & Compliance

Administrative Operations

Qualifications :

Experience

Skills

Preferred Attributes (Desired but not Required)

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.