Finance Manager
Company: Undisclosed
Location: New York, NY
Employment Type: Part-time, 20 Hour Workweek.
About Us
Our client is a well-established alternative assets company. For decades, they have served collectors, consignors, investors, and industry professionals through private sales, auctions, and related services.
Their business combines deep market expertise, long-standing client relationships, and a substantial inventory of unique and valuable assets. They are currently strengthening their internal team and operational infrastructure to support the company’s continued growth and next stage of development.
Overview
We are looking for a highly organized, detail-oriented Finance Manager to oversee the company's internal financial operations and serve as the primary liaison between company leadership and fractional CFO.
The Finance Manager will be the company’s primary onsite financial point of contact, ensuring that the external accounting firm and fractional CFO receive complete, accurate, and timely information from the company.
The Finance Manager will coordinate financial requests, gather documentation from internal departments, monitor accounts payable and accounts receivable, track payments, review financial reports, investigate discrepancies, and make sure that outstanding financial tasks are completed.
The ideal candidate has a bachelor's degree in finance, accounting, business administration, economics, or a related field. This position may be appropriate for an early to mid-career business or finance professional who is highly organized, comfortable working with financial information, and capable of coordinating multiple internal and external stakeholders.
A CPA designation is not required. However, the candidate must understand basic accounting and financial concepts and be comfortable working with financial reports, spreadsheets, invoices, payments, reconciliations, and supporting documentation.
Key Traits
- Trusted internal employee: Serve as management's steward and liaison, overseeing cash deposits, banking/payment approvals, and ensuring transactions are verified and secure.
- Competence with Ops & Basic Finance: Understand the day-to-day operations and deals to explain to accounting the physical reality behind platform sales, cash sales, trades, inventory flows, etc.
- Basic Financial Literacy: Working understanding of the three primary financial statements (P&L, Balance Sheet, Cash Flow) in order to address questions, be resourceful to get answers, and to review accounting's monthly packages and spot inconsistencies.
- Relationship Management: Act as the central communication hub, maintaining strong, collaborative relationships with internal staff, accounting's teams, and legacy book/accounting firms, anticipating a year-end transition (and likely sensitivities associated with change).
Responsibilities
External Accounting Firm and Fractional CFO Coordination
- Serve as the company’s primary internal point of contact for accounting and CFO.
- Coordinate recurring meetings, report deadlines, and information requests.
- Collect financial documentation and operational information requested by accounting or CFO.
- Review documents for completeness before submitting them to accounting.
- Maintain a tracker of outstanding financial questions, requests, deadlines, and deliverables.
- Ensure that requests do not remain unanswered or incomplete.
- Communicate follow-up questions from accounting or CFO to the appropriate internal stakeholders.
- Assist leadership in understanding financial reports and recommendations provided by the CFO.
- Help implement financial processes, controls, and reporting procedures recommended by accounting or CFO.
- Escalate delays, discrepancies, or unresolved financial issues to company leadership.
Internal Financial Administration
- Organize and maintain the company’s internal financial records and supporting documentation.
- Ensure that invoices, receipts, payment confirmations, contracts, statements, and financial records are properly stored.
- Maintain clear records of financial approvals and supporting documentation.
- Monitor recurring financial deadlines and obligations.
- Help ensure that financial information provided to accounting is accurate and properly supported.
- Identify missing, inconsistent, or incomplete documentation.
- Coordinate corrections with the appropriate internal department.
- Maintain organized financial folders and internal trackers.
- Develop procedures for how employees submit invoices, receipts, reimbursements, payment requests, and other financial information.
Accounts Payable
- Receive, organize, and review vendor invoices.
- Confirm that invoices have been approved by the appropriate manager.
- Submit approved invoices and payment information to accounting or the appropriate payment processor.
- Maintain a schedule of upcoming payments and due dates.
- Track whether approved payments have been processed.
- Respond to vendor questions regarding payment status.
- Investigate duplicate, incorrect, or unsupported invoices.
- Reconcile vendor statements and resolve discrepancies.
- Maintain documentation supporting each payment.
- Alert leadership to overdue obligations, unusual charges, or unapproved spending.
Accounts Receivable
- Monitor outstanding customer, client, and business balances.
- Coordinate invoicing information with the appropriate departments and accounting.
- Track overdue balances and follow up when appropriate.
- Investigate missing payments or payment discrepancies.
- Coordinate refunds, credits, voids, and account adjustments.
- Maintain clear records of outstanding receivables.
- Provide leadership and CFO with updates regarding significant overdue balances.
- Ensure that customer payment information is accurately communicated to accounting.
Financial Reports and Management Support
- Review reports prepared by accounting and CFO.
- Check reports for missing information, unusual balances, or apparent inconsistencies.
- Gather explanations and supporting information from internal departments.
- Prepare internal summaries, trackers, and schedules for company leadership.
- Assist leadership with budgeting, forecasting, and cash-flow information requested by the fractional CFO.
- Maintain schedules for accounts payable, accounts receivable, consignment liabilities, payroll, inventory, and other significant financial items.
- Help management understand what information is still outstanding before monthly, quarterly, and annual reporting can be completed.
- Coordinate financial reporting deadlines across the company.
- Assist in implementing budgets, approval processes, and spending controls.
Payroll and HR Coordination
- Coordinate with the part-time HR & Payroll employee regarding payroll information.
- Provide approved payroll, commission, bonus, reimbursement, and compensation information to accounting and CFO when required.
- Review payroll-related financial reports for apparent discrepancies.
- Help ensure that payroll expenses are properly reflected in financial reporting.
- Coordinate with HR, PEO, accounting, and leadership to resolve payroll discrepancies.
- Maintain appropriate separation between financial administration and confidential employee relations matters.
Financial Procedures and Internal Controls
- Help create and document financial procedures across the company.
- Establish clear processes for submitting invoices, approving payments, requesting reimbursements, issuing refunds, and processing consignment payments.
- Ensure that employees understand which expenses and projects require approval.
- Help prevent unauthorized commitments of company funds or resources.
- Maintain approval records for significant purchases and payments.
- Identify financial responsibilities that are unclear, duplicated, delayed, or assigned to the wrong department.
- Work with accounting and CFO to implement practical internal controls.
- Recommend improvements that increase financial accuracy, accountability, and efficiency.
Required Qualifications
- Bachelor’s degree in finance, accounting, business administration, economics, or a related field preferred.
- One to three years of experience in finance, accounting operations, bookkeeping, business administration, or a related position preferred.
- Understanding of basic accounting and financial concepts.
- Familiarity with accounts payable and accounts receivable processes.
- Ability to read and understand basic financial reports.
- Strong proficiency with Google Sheets or Microsoft Excel.
- Experience with QuickBooks is preferred.
- Exceptional organizational skills and attention to detail.
- Strong written and verbal communication skills.
- Ability to manage multiple deadlines and follow up persistently.
- Ability to communicate professionally with executives, accountants, consultants, department managers, vendors, customers, and employees.
- Ability to handle confidential financial information with discretion.
- Ability to work independently and take ownership of recurring responsibilities.
How to Apply
Please submit your resume and a cover letter outlining your relevant experience, qualifications, and interest in the position. Applications submitted without both a resume and cover letter may not be considered.
Pay: $45,000.00 - $55,000.00 per year
Ability to Commute:
- New York, NY 10009 (Required)
Work Location: In person
