Finance Operations Manager (Billing, AR/AP & Cashflow)

Part time: 20–28 hrs/week, with increased hours in the first week of each month

Own the “money-in / money-out” engine: accurate monthly fees, on-time invoicing, proactive collections, timely contractor payments, clean coordination with the accountant, and reliable P&L + cashflow reporting so leadership always knows where the business stands.

Core responsibilities:

1) Monthly fees + billing accuracy

• Maintain the source of truth for each client’s monthly fee, add-ons, start/end dates, proration rules, and currency.
• Calculate monthly charges (including one-offs and credits) and prepare a billing approval list for leadership.
• Ensure contracts/SOWs align with billing and that changes are captured immediately.

2) Invoicing (end-to-end)

• Generate and send invoices on schedule (monthly and ad-hoc), with correct entity details, PO requirements, and payment terms.
• Maintain invoice logs and ensure invoices are properly recorded and tracked.

3) Collections / Accounts Receivable

• Own AR follow-up: reminders, escalation paths, and clear communication with clients.
• Resolve payment blockers (missing PO, vendor onboarding, invoice corrections).
• Maintain AR aging and reduce DSO (days sales outstanding).

4) Contractor payments / Accounts Payable

• Maintain contractor payment terms, rates, and monthly hours/retainers approval workflow.
• Run scheduled payment cycles, confirm delivery/approvals, and ensure on-time payments.
• Track payables, upcoming obligations, and exceptions (disputes, missing invoices).

5) Accountant management (or replacement)

• Coordinate month-end close with the external accountant/bookkeeper: reconciliations, classification, supporting documents, and questions.
• Review monthly financials for reasonableness (services revenue, contractor costs, payroll allocations, FX impacts).
• Hold the accountant accountable to timelines and quality; document gaps and, if needed, run the process to replace them.

6) Bank + cash management

• Liaise with the bank on operational needs (transfers, wires, limits, documentation).
• Manage multi-currency cash movements (e.g., USD/EUR inflows vs ILS expenses) operationally, not as an investment role.
• Maintain a cash calendar (expected receipts and planned payments).

7) P&L and cashflow reporting

• Produce a monthly P&L and a rolling 13-week cashflow forecast.
• Maintain a simple reporting pack: revenue by client, gross margin, contractor cost trends, AR aging, cash runway.
• Highlight variances and risks early (late payers, margin compression, upcoming cash crunch).

8) Process + controls

• Build lightweight SOPs and checklists for invoicing, collections, payments, and month-end close.
• Implement basic controls: approvals, separation of duties where possible, audit trail for changes.

Weekly / monthly cadence (what “good” looks like)

• Weekly: invoice/AR review, collections outreach, payment run, updated 13-week cash forecast.
• Monthly: billing finalized and invoices out early in the month; month-end close completed on a fixed timeline; reporting pack delivered with clear notes.

Success metrics (KPIs)

• Invoice accuracy rate (target near-zero corrections).
• DSO / AR aging (reducing overdue balances; predictable collections).
• Month-end close time (consistent and fast).
• Forecast accuracy (cash surprises minimized).
• On-time contractor payments (and low exception rate).
• Clean reconciliations and low accountant rework.

Required experience / profile

• 3–7+ years in finance operations for a services business (agency, consulting, or similar).
• Hands-on ownership of billing, AR, AP, and cash reporting (not just “assisted”).
• Strong spreadsheet skills and comfort building simple dashboards.
• Comfortable being firm on collections while staying professional.
• Detail-oriented, process-driven, able to run recurring cycles without drift.
• Experience working with an external accountant and improving messy workflows.
• Bonus: multi-currency operations (e.g., USD revenue + local-currency costs).