Finance Manager

Finance Manager (Cash Flow + Payroll Operations Focus (Gov FFP))

Title:

Finance Manager

Reports to:

President / CEO

Location:

Phoenix Office / Onsite
Type:
Full-time

Why this role exists

The Company needs a finance leader who turns day‑to‑day transactions into clear cash visibility, accurate reporting, and operational control
. This role owns the rhythm of finance: AR, AP, internal payroll + payroll taxes, month‑end closing, cash forecast, and leadership‑ready financials.

What success looks like (first 90 days)

• Cash forecast produced weekly, accurate within an agreed variance range
• AR is current and disciplined (billing sent on time, collections routine active)
• Payroll is executed flawlessly: prepared for Intuit Tues/Wed ahead of Friday payroll, with clean reconciliations and tax compliance
• Month‑end close is consistent and on schedule
• Leadership receives a simple weekly dashboard: cash, AR, AP, payroll timing, runway
• No surprises: issues are flagged early with options, not excuses

Responsibilities Cash & Forecasting (Weekly Operating Cadence)

• Own weekly cash forecast (13-week rolling) + monthly outlook
• Run a weekly finance cadence with leadership covering cash, AR, AP, payroll timing, and upcoming obligations.
• Maintain visibility into payroll timing, vendor obligations, and receivables
• Create scenario models (best/base/worst) to support decisions

AR / Revenue Operations

• Ensure invoicing is accurate, complete, and delivered on time
• Track collections and follow up with customers professionally
• Reconcile revenue with contracts / milestones where applicable

Government FFP Billing, Invoicing & Collections

• Own end‑to‑end FFP invoicing: accuracy, timeliness, required documentation, delivery, and proof of submission.
• Maintain billing schedules aligned to contract terms and internal performance/milestones.
• Own collections and AR discipline: consistent follow‑up cadence, escalation path, dispute log, and resolution tracking.
• Ensure cash receipts are tracked and applied correctly; keep AR clean and current in Quick Books.

Payroll & Payroll Taxes (Internal Ownership)

• Own end‑to‑end bi‑weekly payroll prepared in‑house and submitted to Intuit on Tuesday/Wednesday for the Friday payroll run.
• Collect, validate, and lock payroll inputs by deadline (hours, PTO, adjustments), ensuring complete accuracy prior to submission.
• Maintain and enforce a documented payroll calendar (cutoffs, approval dates, submission dates, pay dates).
• Review payroll register prior to submission (rate changes, deductions, reimbursements, new hires/terminations) and obtain required approvals.
• Own payroll taxes end‑to‑end: ensure proper setup, timely filings, timely deposits, and accurate quarterly/annual reporting (W‑2s / 1099 coordination as applicable).
• Reconcile payroll each cycle: tie payroll registers to bank withdrawals and post clean journal entries; maintain payroll liability reconciliations (taxes, benefits, garnishments if any).
• Ensure accurate reporting from HR, support onboarding/offboarding payroll changes and deductions—ensuring changes are reflected correctly and on time.
• Maintain controls and confidentiality for payroll data; ensure clean audit trails.

AP / Spend Control

• Manage AP workflow: coding, approvals, payment scheduling, and vendor management, including vendor files, W-9’s and payment terms
• Schedule payments to protect cash while maintaining vendor health and operational continuity.
• Help enforce spending discipline and purchase approvals

Close Readiness & Financial Reporting (with Outside CPA)

• Maintain Quick Books hygiene: reconciliations, correct coding, classes/projects/jobs as needed, and documentation.
• Prepare CPA‑ready month‑end schedules (bank/CC recs, AR/AP, accrual support, prepaids, payroll tie‑outs).
• Produce monthly leadership reporting: P&L, balance sheet, cash movement summary, and variance notes.

Systems & Process Improvement

• Own Quick Books hygiene: chart of accounts, classes, projects, customer/job setup
• Improve workflows to reduce cycle time and errors
• Perform annual internal audit as preparation for tax prep
• Support annual tax prep with external partners

Key KPIs

• Month‑end close completed by 5th business day
• Payroll submission to Intuit on time: 1…