Financial Operations Manager

We’re hiring a proactive, detail-obsessed **Financial Operations Manager** to take ownership of our finance systems and help build a clean, scalable financial structure as we grow.

We serve thousands of clients, and we need someone who genuinely enjoys working with numbers, solving problems, creating order, and making sure nothing slips through the cracks.

You’ll be responsible for keeping our books accurate, tracking cash flow, managing department-level spending, closing our books each month, and helping leadership understand what’s happening financially across the business.

You’ll also oversee day-to-day accounting operations, including accounts receivable, accounts payable, bookkeeping, billing issues, refunds, and disputes.

This is not a passive bookkeeping role. We’re looking for a tech-savvy builder who can take ownership, improve systems, and proactively identify ways to make our financial operations better.

**We don’t need a CPA. We don’t need a CFO. We need someone who can own the numbers, build structure where there is none, and help us make smarter financial decisions.**

## What You’ll Own

### Financial Operations & Reporting

* Own the monthly close process inside QuickBooks Online.
* Track weekly cash flow, provide summaries, and flag potential issues before they become problems.
* Build department-level budgets and variance reports.
* Create clear financial dashboards inside QuickBooks, or other relevant tools.
* Provide leadership with accurate, timely financial numbers and insights.
* Identify unnecessary expenses, inefficiencies, and opportunities to reduce costs.
* Proactively recommend cost-saving actions and potential vendor negotiations.
* Continuously improve our chart of accounts, expense categorization, and reporting structure.

### Bookkeeping & Accounting

* Manage accounts receivable and accounts payable.
* Handle day-to-day bookkeeping in QuickBooks Online.
* Review, categorize, and reconcile transactions across Amex, Chase, Stripe, QuickBooks, and other financial platforms.
* Ensure invoices, bills, and payments are processed accurately and on time.
* Track outstanding balances and help ensure they are properly resolved.
* Identify discrepancies, investigate the root cause, and find solutions.
* Maintain accurate financial records and organized documentation.
* Assist with month-end financial reporting and ongoing accounting improvements.

### Client Billing & Account Resolution

* Handle client billing questions, payment issues, refunds, and disputes.
* Investigate and resolve discrepancies across a high volume of client accounts.
* Communicate professionally with clients regarding financial and account-related concerns.
* Work alongside leadership and other departments to resolve financial issues.
* Maintain clear records of billing resolutions and follow-up actions.

### Systems & Process Improvement

* Build structure where there is none — not just follow instructions.
* Improve financial workflows, reporting processes, and internal systems.
* Use QuickBooks, Stripe, Slack, Asana, and other cloud-based tools to operate effectively.
* Identify opportunities to automate, simplify, and improve how financial operations are managed.
* Take ownership of your responsibilities and communicate proactively when issues arise.

## Must-Have Experience

Please do not apply unless you meet the core requirements below:

* 3+ years of experience handling bookkeeping or financial operations for a U.S.-based business.
* Strong hands-on experience with QuickBooks Online.
* Experience managing or owning the monthly close process.
* Familiarity with Stripe, and standard U.S. banking tools such as Amex and Chase.
* Experience managing a meaningful volume of transactions, accounts, or client billing activity.
* Strong understanding of accounting and bookkeeping principles.
* Experience reconciling accounts, reviewing transactions, and identifying discrepancies.
* Strong written communication skills.
* Ability to work independently, investigate problems, and follow through without constant supervision.
* Comfortable working across multiple software platforms, including Slack and Asana.
* Ability to build reporting dashboards and present financial data clearly.
* Strong attention to detail, organization, and accuracy.

## Bonus Points

* Prior experience as a Financial Controller or Finance Manager, including virtually.
* Experience working with 7–8 figure digital businesses or online education companies.
* Strong cost analysis and expense optimization skills.
* Experience with vendor negotiations.
* Experience improving chart of accounts structures and financial reporting systems.
* Experience handling billing disputes, refunds, and client account resolution.

## Who Will Thrive in This Role

You’re someone who sees a $47 discrepancy and can’t comfortably move on until you understand exactly where it came from.

You enjoy creating order. You’re comfortable working with numbers all day, but you’re equally comfortable communicating with a client or leadership team when something needs to be resolved.

You don’t need someone checking in every hour to make sure you’re getting your work done. You know what you own, you communicate when there’s an issue, and you follow through.

Most importantly, you’re comfortable operating at volume. We serve thousands of clients, so organization, accuracy, documentation, and follow-through aren’t optional — they’re essential.

## How to Apply

To be considered, please submit:

**1. A short custom cover letter**

Explain why you’re a strong fit for this specific role and how your experience aligns with owning financial operations for a growing online business.

**2. A 2–3 minute Loom video**

Introduce yourself and walk us through how you’ve handled a monthly close process. Please include examples of your experience with QuickBooks, reconciliations, financial reporting, and improving finance systems.

**Important:** The Loom video is required. Applications submitted without a Loom video will not be considered.

We’re looking for someone experienced who can step into this role, take ownership, and become a trusted part of our financial operations team.

**Ready to own the numbers and help us scale? We’d love to hear from you!**