Finance and Ops Manager
Qwoted helps the media connect with subject matter experts and the PR & Communications professionals who represent them. Qwoted’s mission is to improve the quality of news by quickly connecting reporters with the experts they need for their stories. We are hiring a Finance and Operations Manager to keep our finance and operations engine running day to day. This is a hands-on role with exposure to both functions: you 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. This role requires strong analytical skills, a deep understanding of accounting systems, an obsession with efficient processes, and the ability to manage multiple competing priorities. This role is built for someone who wants a broad role with a lot of growth potential.
Bookkeeping, Accounts Receivable, & Accounts Payable Coordinate accounts payable and help process vendor and freelancer payments for review
Collect and maintain W-9s and tax filing information for vendors and freelancers
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
Operations and Office Management You will be the in-person anchor for the NYC office and own the day-to-day operational machinery.
Office management
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
People operations and administration
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
Support scheduling and meeting preparation as needed
What we are looking for:
Three to five years in an operations, finance support, administrative, or coordinator role, or equivalent internship experience.
5+ 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.
Degree in Accounting, Finance or Economics (or related field)
Knowledge of 1099 compliance and IRS regulations.
Strong analytical skills with the ability to identify discrepancies and implement solutions.
A self-starter who takes initiative and follows through without being managed step by step
Strong 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
Sound judgment and discretion handling confidential financial, HR, and contractor information
Nice to have
Startup or small-team experience
This role is hybrid - Monday thru Thursday in our Flatiron area office, Friday remote.
Please apply if you're a great fit and you're interested in joining a collaborative and talented team doing very interesting things!
Qwoted is committed to providing jobs for all without discrimination based on race, color, religion, sexual orientation, gender identity, national origin, or veteran status.