We are seeking an experienced, hands-on Part-Time Finance Manager to oversee the day-to-day financial and accounting operations of the business while serving as a trusted partner to the CEO. This role will have broad responsibility across accounts receivable, payroll, cash flow management, QuickBooks, reconciliations, job costing, and financial reporting, while also supporting select administrative and business operations. The ideal candidate is highly organized, detail-oriented, and comfortable working independently in a small-business environment where they can take ownership of the financial function and provide the CEO with clear visibility into the company’s financial position.

ACCOUNTING / ADMINISTRATION

  • Manage project invoicing and client accounts receivable
  • Follow up with clients and secure project payments
  • Maintain the company’s digital ledger, including credits and debits
  • Manage bank account and credit card reconciliations using QuickBooks
  • Gather, track, and process employee payroll and expense reports
  • Manage cash flow and regularly review the company’s financial position with the CEO
  • Maintain employee HR and financial documentation, including W-2s, W-9s, Illinois Secure Choice compliance, Workers’ Compensation, and related records
  • Work directly with the company’s accountant on month-end, quarter-end, and year-end activities
  • Manage tax-related documentation, including payroll, real estate taxes, and annual charitable donations for the business and ownership. Work with banking contacts and the CEO to manage company assets and banking relationships
  • File annual reports and maintain required documentation for corporate entities
  • Maintain ownership’s personal insurance and retirement account documentation
  • Manage TCI business and building accounts for company properties, including utilities, MRO, inspections, insurance, loans, landscaping, fire and security protection, HVAC, vehicles, and related expenses
  • Prepare financial and administrative documents outside of individual projects, including new-client A/R forms and documentation
  • Maintain, review, and update company health and safety policies as needed

OPERATIONS

  • Monitor and analyze project costs and prepare job-cost reports
  • Partner with Project Managers to understand project timelines and how artist and vendor schedules impact client collections and payments to employees, vendors, and subcontractors
  • Review and understand vendor and subcontractor quotes as they relate to project costs and cash-flow forecasting
  • Maintain strict confidentiality of company financial information, banking information, passwords, and other sensitive data

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