Role summary
We are a strategic consulting firm that partners with leaders at science-led companies to build high- performing cultures.
This role keeps our money moving accurately and on time: getting client payments in and paying our people, vendors and tax agencies. It’s primarily a finance role, with room to take on broader operations work as the business grows.

How you’ll work
 Work with moderate direction, pulling together information from SOWs and POs, client portals, Asana, QuickBooks, and payroll and card platforms
 Use analysis to recommend better ways of working; decisions are typically reviewed by the Head of Operations
 When something breaks or doesn’t add up, dig into the root cause and come with a recommendation, not just the problem
 Manage straightforward projects, such as a new client portal setup or a payroll change, with moderate independence
 Informally support more junior colleagues; no formal direction of others


Key responsibilities:

Incoming payments: on time, without errors
 Manage the client billing cycle so invoices go out on schedule and payments arrive on time
 Track SOWs and POs: confirm each engagement has a current, funded PO before billing, monitor PO balances, and flag renewals or change orders
 Coordinate invoice approvals with project leads, verify milestones and amounts against the SOW, and submit invoices
 Manage client payment portals (e.g., SAP Ariba, Coupa): supplier registrations, invoice submission, status checks and resolving rejections
 Follow up on overdue payments, analyze why payments are late or rejected, and recommend fixes
 Keep Asana accurate and current for all billing and payment work
 Deliver a weekly report on invoices sent, payments received, outstanding A/R and upcoming billing

Outgoing payments: accurate and on time
 Process payroll for US employees and payments to international contractors, reconciling hours, rates and changes before each run
 Coordinate payroll setup and changes: new hires, contractors, rate and deduction changes, state registrations and terminations
 Manage vendor and subscription payments and recommend renewal decisions and cuts
 Manage Ramp cards and expenses, including project and travel expenses for client rebilling
 Manage the CEO’s credit card: reconcile charges, collect receipts and code expenses
 Coordinate on-time payment of company and US state employee taxes and track filing deadlines
 Reconcile transactions in QuickBooks and coordinate month-end close and tax prep with our outside accountant
 Deliver a weekly report on upcoming payments (payroll, contractor, vendor and tax), bills due and paid, outstanding A/P and card spend, flagging cash needs and anything at risk of going late

Broader operations support
• Develops finance and operations processes as clear, step-by-step SOPs and keeps them current.
• Contributes to process improvements: analyzes manual steps, duplicate work and error-prone handoffs, and recommends better tools or workflows, including automation and AI tools.
• Analyzes budgets and spend, such as vendor cost comparisons and subscription reviews.
• Manages straightforward operations projects and project components, such as benefits and
insurance renewals, contractor onboarding and offboarding paperwork, vendor contracts and compliance tracking.
• Provides coverage for other operations functions during team absences.
• Takes on other operations projects as business needs evolve.


Required competencies
• Strategic thinking: Sees how billing, cash flow and spend connect to the business, and spots issues before they become problems.
• Organization: Manages many recurring deadlines (payroll, taxes, invoices, renewals) without anything slipping.
• Task orientation and follow-through: Closes the loop on every item and works the list down.
• Resourceful problem-solving: Researches and analyzes before escalating, and brings a recommendation along with the question.
• Accuracy: Catches errors before they reach a client, a team member or a tax agency.
• Discretion: Handles payroll, compensation and executive financial information with full confidentiality.
• Clear communication: Writes concise updates and follows up with clients and colleagues professionally.
• Digital fluency: Picks up new platforms quickly and uses AI tools to work faster.


Qualifications
• 2-4 years of experience in accounts receivable/payable, bookkeeping, payroll or finance operations supporting US-based companies; professional services or consulting experience preferred.
• Hands-on experience with milestone- or statement of work-based invoicing and client procurement portals is a plus but not required.
• Experience processing US payroll, including multi-state employer taxes, and paying contractors in multiple countries.
• Working knowledge of US accounting practices and QuickBooks Online; experience with Gusto, Ramp, Mercury and Asana (or similar) is a plus.
• Strong Excel or Google Sheets skills (reconciliations, lookups, simple reporting).
• Reliable high-speed internet, a dedicated workspace and backup power.
• A degree or certification in accounting, finance or business is a plus but not required.