Operations & Finance Execution Manager for a U.S. CFO Firm

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About the Client

Our client is is a fractional CFO firm serving 12+ window cleaning and home service companies across North America, $20K-$150K monthly revenue. Founded by a 21-year-old former operator. Lean team of five, growing fast.

About the Role

We are seeking a highly organized and execution-focused Operations & Finance Execution Manager to support a fast-growing multi-client services firm.

This role is the operational backbone of the business. You will ensure that all client backend operations run flawlessly — payroll coordination, data accuracy, compliance tracking, reporting, and internal workflow execution.

You will manage and coordinate a remote execution team (bookkeeping and virtual assistants) to ensure that every client deliverable is completed accurately and on time.

The founder focuses on sales and strategy. You own execution, systems, and operational reliability.

Key Responsibilities

Payroll & Execution Management

• Run and coordinate weekly payroll cycles across multiple clients using their respective systems.

• Collect and validate inputs (hours, commissions, bonuses, reimbursements) with VAs and client stakeholders.

• Ensure zero payroll errors through structured verification and pre-run checks.

• Resolve discrepancies before execution, escalating only when necessary.

Data Integrity & Operational Accuracy

• Supervise virtual assistants responsible for daily data entry across client systems.

• Validate accuracy of sales, operational, and financial data across multiple databases.

• Ensure all cancellations, callbacks, and production data are captured and updated weekly.

• Maintain strict data consistency across CRM, spreadsheets, and client systems.

Compliance & Insurance Tracking

• Maintain tracking system for all client insurance policies, renewals, and updates.

• Proactively request updated insurance documentation when new hires or changes occur.

• Ensure all certificates and compliance documents are stored and accessible.

• Prevent lapses in coverage through proactive monitoring and escalation.

Reporting & Client Deliverables

• Ensure weekly performance reports are delivered to every client by Monday at noon local time.

• Coordinate monthly reporting packages including P&L, KPIs, and cash flow projections by the 15th.

• Verify completeness and accuracy of reports before distribution.

• Ensure all reporting deadlines are consistently met without delay.

Bookkeeping Oversight & Coordination

• Work alongside accounting support to ensure financial accuracy and reconciliation.

• Review flagged transactions and follow up with clients or internal teams for resolution.

• Ensure financial records align with operational and reporting systems.

• Escalate unresolved discrepancies with clear documentation.

Systems, Documentation & Workflow Management

• Maintain structured and organized documentation systems (Google Drive, Notion, CRM tools).

• Ensure every client has a clearly organized and up-to-date operational folder.

• Track tasks, owners, and deadlines to ensure full visibility and accountability.

• Continuously improve internal workflows for efficiency and scalability

Team Management (Remote Execution Team)

• Manage a remote team consisting of one bookkeeper and two virtual assistants.

• Conduct daily check-ins and weekly team meetings to ensure alignment and progress.

• Track task completion and enforce accountability standards.

• Escalate blockers to leadership when needed

Client Communication (Operational Only)

• Handle client communication related strictly to operational execution (not strategy).

• Respond to emails and messages within 24 hours.

• Ensure clear, professional, and structured communication at all times.

• Maintain a reliable communication loop between clients and internal teams

Requirements

• 3–7 years of experience in operations, finance operations, or business administration
• Strong English communication skills (written and verbal)
• High proficiency in project and task management (ability to close loops independently)
• Experience with tools such as QuickBooks Online, Google Workspace, Notion, CRM systems
• Strong attention to detail and high standards for accuracy
• Experience managing remote teams or cross-functional coordination
• Comfortable working overlapping North American business hours
• Strong systems thinking and ability to manage multiple client workflows simultaneously
  

What does success look like in the first 90 Days?

- 100% on-time delivery of all weekly and monthly reports

- Zero payroll errors across all clients

- Fully accurate and reconciled client databases

- Organized, structured systems across all client folders and workflows

- Remote execution team operating independently without founder intervention