Financial Operations Manager

4 days ago

Allen, Texas, United States USM Technology Full time

USM Technology is seeking a highly skilled Part Time Chief of Staff to partner with our leadership team in driving financial oversight, optimizing workflows, and managing key operational initiatives. This part-time position (20 hours/week) offers flexibility and the opportunity to make a significant impact on the organization's success.

The ideal candidate has a strong finance, accounting, and business management background, with a strategic mindset and excellent organizational skills.

Key Responsibilities:

  • Oversee and ensure accuracy in billing processes, ensuring invoices are sent on time.
  • Address client billing inquiries, credits, and invoice anomalies.
  • Prepare and review financial reports, including P&L statements and balance sheets in QuickBooks.
  • Maintain and compare budgets to actual expenses, providing actionable insights to leadership.
  • Approve expense reports, manage payroll, and track state sales tax compliance.
  • Reconcile financial anomalies, such as refunds, double payments, or credits.
  • Support the annual budgeting process with financial analysis and reporting.

Leadership Workflow Coordination:

  • Assist the executive team in preparing for business planning and strategy meetings.
  • Compile and present key performance metrics to support decision-making.
  • Coordinate schedules for conferences, strategy meetings, and client engagements.
  • Manage logistics for travel, conference registrations, and event participation.
  • Oversee the employee onboarding process, including HR-related tasks.
  • Maintain clear documentation of internal processes and ensure updates as needed.

Cost Containment & Cash Flow Optimization:

  • Monitor expenses and subscriptions to identify inefficiencies and unused services.
  • Review vendor invoices for anomalies and negotiate favorable terms.
  • Optimize credit card usage, maximizing points, credits, and overall benefits.
  • Provide insights and recommendations for cost-saving opportunities.

Communications:

  • Scribe meeting notes, tasks, and announcements during company meetings.
  • Draft, review, and prepare client and employee communications.
  • Ensure quality control for marketing materials, emails, and client-facing content.
  • Manage executive correspondence, calendar appointments, and email communication.

Vendor Relationships:

  • Oversee vendor partnerships, including renewals, incentives, and lead management.
  • Plan and manage company participation in industry events (e.g., Kaseya, TruMethods, Microsoft).
  • Evaluate potential vendors, schedule demos, and manage applications.
  • Track vendor contracts, terms, and expiration dates, ensuring timely renewals.
  • Apply for and manage Marketing Development Funds (MDF) from vendor partners.

We offer a competitive salary of $65,000 per year, flexible hours, a collaborative environment, and growth opportunities. The ideal candidate will have a proven track record in finance, accounting, or operations management, expertise in QuickBooks, financial reporting, and budget oversight, strong organizational and multitasking skills, excellent written and verbal communication skills, and a proactive problem-solving approach.

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