Job Description
Operations + Finance Manager
The Finance Director provides oversight for the financial and operations functions of the agency. This role is a blend of financial management, office administration and HR support. The ideal candidate will excel at managing the agency’s books, maintaining financial compliance and optimizing resources while playing a key role in office management and supporting HR functions.
Role Composition
Function Allocation
| Function | Allocation | Focus Areas |
|---|---|---|
| Finance + Bookkeeping | 45% | Client invoicing, AR follow-up, AP, payroll coordination, monthly close & reporting |
| Operations + HR Admin | 30% | Onboarding/offboarding, benefits coordination, office systems, vendors, documentation |
| Executive + Admin Support | 25% | Calendar management, leadership support, meeting coordination, special projects |
Finance + Bookkeeping
Allocation : 45%
Focus Areas
Client invoicing, AR follow-up, AP, payroll coordination, monthly close & reporting
Operations + HR Admin
Allocation : 30%
Focus Areas
Onboarding/offboarding, benefits coordination, office systems, vendors, documentation
Executive + Admin Support
Allocation : 25%
Focus Areas
Calendar management, leadership support, meeting coordination, special projects
Primary Work
Core Responsibilities
01
Financial Operations + Bookkeeping (Primary)
- Record all financial transactions in QuickBooks Online (QBO)
- Manage client billing, invoicing and collections
- Track and process expense invoice data entry
- Perform daily bank reconciliations across all accounts
- Prepare weekly, monthly and quarterly financial reports
- Execute ACH payments and manage Positive Pay processes
- Support 401(k) compliance checks and reporting
- Assist with year-end reporting and CPA handoff
- Maintain real-time cash visibility and flag issues proactively, not just record them
02
Payroll + Time Reporting
- Enter and manage payroll data for processing via ADP
- Maintain accurate PTO, discretionary time and time reporting records
- Coordinate payroll schedules and ensure timely processing
- Answer basic payroll and benefits questions with discretion and consistency
03
HR + Benefits Administration
- Coordinate onboarding and offboarding for all team members
- Serve as benefits coordinator: enrollment support, compliance tracking, reporting and auditing
- Handle unemployment claims and related documentation (TN Dept. of Labor)
- File new hire reporting via TNNewHire.com
- Maintain organized and confidential HR records
04
Office + Operations Management
- Manage supplies, vendors, subscriptions and office systems
- Ensure internal tools and equipment are functioning properly
- Document processes and workflows as the agency grows
- Identify inefficiencies before they become pain points
- Act as backup support across administrative functions
05
Executive + Administrative Support
- Provide administrative support to agency leadership
- Coordinate calendars, scheduling and meeting logistics
- Prepare documents, correspondence and e-signature workflows (DocuSign)
- Take meeting minutes and support follow-through on action items
- Serve as a trusted filter and liaison, not just a scheduler
What You Need
Required Skills + Qualifications
Technical Proficiency
- QuickBooks Online (QBO) - strong, hands-on experience required
- Microsoft Office Suite: Excel, Word, Outlook
- ADP or comparable payroll platform
- GetMyTime or similar time-tracking tools
- DocuSign or comparable e-signature tools
- Comfort learning and managing multiple platforms simultaneously
Core Competencies
- Exceptional attention to detail and commitment to accuracy
- Strong organizational and documentation habits
- Ability to manage competing priorities and meet deadlines independently
- High level of discretion and professionalism with sensitive information
- Clear written and verbal communication skills
- Self-starter with strong follow-through and ownership mentality
Fit + Mindset
Ideal Candidate Profile
We are prioritizing these qualities above all else:
- Judgment over speed
- Accuracy over volume
- Calm under pressure over charisma
- Ownership over helpfulness
The ideal candidate brings experience from a small to mid-sized business or agency environment, is comfortable supporting both operational and executive needs and understands what confidentiality and trust look like at a leadership level. They improve systems. They do not just maintain them.
Characteristics
- Creative
- Motivated
- Empathetic
- Tactful
- Respectful
- Accountable
- Detail-oriented
- Loyal
- Honest
- Trustworthy
- Confident
- Persuasive
- Service-oriented
- Stress-resistant
- Proactive
Compensation
Compensation + Benefits
This is a mid-to-senior level role with significant financial responsibility and high trust access. Compensation reflects that.
- Competitive salary commensurate with experience
- Performance-based bonuses
- 401(k) plan
- $6,000 paid annually toward the company-sponsored health plan or as a monthly healthcare stipend
- Company-paid vision plan
- Dental plan
- Company-paid life insurance
- Company-paid parking and cell phone
- Holidays and paid time off
- Hybrid office schedule
- Opportunities for growth
- Participation in professional, civic and community groups and events
- Perks, including a $100 donation to the charity of your choice each birthday
- MoxCar Milestones - recognition and rewards for milestone work anniversaries every five years