The Financial Manager will play a vital role in streamlining processes and enhancing client relationships at the client's company. This position involves organizing and managing client files, consolidating accounts, documenting operating protocols, and standardizing proposal processes. The Manager will also assist with marketing efforts, coordinate meetings and travel arrangements, monitor project timelines, and handle invoicing and financial reporting in QuickBooks. The ideal candidate is detail-oriented, proactive, and possesses strong organizational and communication skills, making them an essential part of our dynamic team.
Administrative Skills
Proficient in file management (Dropbox, Google Drive)
Experience with calendar management and travel coordination
Strong organizational and detail-oriented skills
Project Management Skills
Familiarity with task/project management tools (e.g., Motion)
Ability to monitor timelines and adjust as needed
Experience in identifying and implementing process improvements
Financial Skills
Proficient in QuickBooks (invoicing and reconciliation)
Ability to create financial analysis templates (e.g., cash flow analysis, KPI performance)
Documentation Skills
Strong writing skills for process documentation and proposals
Experience in standardizing operating protocols
Marketing Skills
Ability to update website copy and align social media profiles
Experience in creating marketing materials (e.g., one-page services intro, presentation templates)
Interpersonal Skills
Excellent verbal and written communication skills
Strong relationship-building capabilities with clients and colleagues
Personal Attributes
Proactive and self-starter mentality
Adaptable to changing priorities in a fast-paced environment
One Time/Set up Tasks:
Admin
File clean up - organize and remove duplication among client files/directories in DropBox and Google Drive
Create client file directory system for all clients - create a directory tree in DropBox and Google Drive that is the same for all clients and organize files accordingly
Consolidate multiple DropBox and Google Drive accounts to single sign on for each platform
Consolidate multiple QuickBooks logins in to single sign in
Process Documentation
Document operating protocols for monthly, quarterly and annual client reporting
Document meeting goals/expectations for recurring client meetings (i.e. monthly, quarterly, annual reviews)
Document new client on-boarding
Standardize client proposal process
Monthly retainer proposals
Project based proposals
Advisory proposals
Marketing
Review and update website copy
Update and align LinkedIn profile with website
Create a one-page services intro
Create pitch/presentation template that aligns with proposal process
Create pitch/presentation template that aligns with client review process
Identify and set up CRM system
On-Going Tasks
Admin:
Assist in coordinating meetings that include multiple parties
Assist with calendar management when traveling
Assist in travel arrangements (business and personal)
Assist in tracking business expenses that occur outside of business bank accounts
Assist in converting client meeting notes in to tasks/projects (Client notes = Apple Note; Task/Projects = Motion)
Operations:
Monitor client projects and associated timelines in Motion, taking action to adjust timelines when necessary
Assist in completing tasks associated with client projects as identified in Motion
Identify opportunities to improve efficiency and delivery of client projects
Build periodic touch points for key contacts (i.e. articles, books and podcasts that I think may be of interest to them); including birthday cards/gifts
Finance/Analyst:
Handle invoicing or all clients using QuickBooks
Reconcile Capfluent (and associated companies) QuickBooks on a monthly basis
Set up and review recurring client reports in QuickBooks with LeVon
Build finance templates for typical project objectives (i.e. Cash flow analysis, Pro Forma Reporting, Budget v. Actual analysis, KPI performance)