Finance and Ops Manager

Job Summary

Qwoted helps the media connect with subject matter experts and PR & Communications professionals. We are seeking a Finance and Operations Manager to oversee our finance and operations functions.

About the Role

This is a hands-on role that combines finance and operations responsibilities. The Finance and Operations Manager will support the bookkeeping and accounts cycle on the finance side and own the day-to-day execution of operations and office management on the other.

Responsibilities

• Coordinate accounts payable and help process vendor and freelancer payments for review
• Create invoices from signed SOWs and support recurring billing setup
• Categorize expenses, distribute AMEX statements for reconciliation, and follow up with cardholders
• Support QuickBooks record-keeping and month-end reconciliation
• Maintain accurate vendor and payee records across systems
• Calculate and report monthly commissions due to employees
• Communicate commission reports to recipients
• Manage the NYC office day to day, including facilities, supplies, deliveries, and signage
• Coordinate office vendors and service providers
• Handle in-person setup and logistics for onsites, mixers, and team events
• Execute onboarding and offboarding checklists
• Track contractor contract start and end dates and surface renewals ahead of deadline
• Keep the staff PTO and out-of-office calendar current
• Vendor and tool tracking
• Track software and tool renewals, seat counts, and license assignments
• Maintain the vendor and tool tracker and flag upcoming renewals and spend changes
• Event and logistics support
• Help in coordinating logistics and catering for media mixers, onsites, and internal events
• Schedule and prepare meetings as needed

Requirements

• Three to five years in an operations, finance support, administrative, or coordinator role, or equivalent internship experience
• Five plus years of experience in Accounting & Finance
• Proficiency in QuickBooks, Excel/Google Sheets, Bill.com, and Ramp
• Experience with Stripe, Deel, and external procurement platforms (Ariba, Coupa, Oracle)
• Solid understanding of accrual accounting, balance sheet reconciliation, and financial statement preparation
• Knowledge of 1099 compliance and IRS regulations
• Strong analytical skills with the ability to identify discrepancies and implement solutions
• Solid organization and attention to detail, with the ability to run multiple workflows and trackers at once
• Comfort working across both numbers and people-facing coordination
• Fluency with spreadsheets and SaaS tools, and a track record of picking up new systems quickly

Qualifications

• Education: Degree in Accounting, Finance or Economics (or related field)

Skills

• Self-starter who takes initiative and follows through without being managed step by step
• Sound judgment and discretion handling confidential financial, HR, and contractor information

Benefits

Qwoted offers a competitive salary and benefits package, including health insurance, retirement plans, and paid time off.

Pay

$80,000 - $100,000 annually

Schedule

The role is hybrid - Monday thru Thursday in our Flatiron area office, Friday remote.