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
- 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
- Startup or small-team experience
