Finance & Operations Consultant

Change Matrix • New Canaan, CT

5d • $41 - $45 • Remote

About The Position

The Finance and Operations Consultant will manage key data and information with accuracy and thoughtfulness, from how we pay bills and track expenses to how we plan travel and events, select consultants and vendors, and make our systems and processes efficient and effective. Reporting to the Associate Director, Finance & Operations, this role will bring detail- and customer service-orientation to collaborate with all 21 staff and 10-20 active projects.
A successful candidate will be curious and resourceful in learning new systems and conducting research, and thoughtful about how to present information accessibly and ensure alignment with CM values at each step.

Requirements

• Alignment with CM’s mission and values (see below), including our commitment to anti-racism, and experience collaborating across difference (e.g. culture, identity, and time zones)
• At least 3-5 years of project management experience, preferably in an all-remote, social impact or social justice, and/or similarly sized organization (<30 staff, $3-5m annual budget); experience in event planning, travel coordination, and/or finance preferred
• Track record of success coordinating internal and external partners to reach shared goals
• Experience working with Mac OSX, Microsoft Office suite, and cloud-based software (ideally ClickUp, bill.com, or AmTrav); comfort learning new software systems quickly and training others to use them
• Detail orientation and a commitment to mitigating human error, ensuring each figure is accurate, and reliable follow-through, ensuring no balls are dropped
• Customer service orientation, including approaching problems with curiosity and providing clear, timely updates
• Discretion with the ability to maintain confidential employee and organizational information
• Applicants must have a U.S.-based permanent address and be currently authorized to work in the United States on a full-time basis.

Responsibilities

• Support and document the CM processes for coding time (Justworks timesheets) and expenses (Bill.com company credit cards), ensuring staff understand and follow internal policies
• Conduct an initial review of expenses pertaining to travel and events, flagging out-of-policy purchases to the Project Director(s) and Associate Director, Finance & Operations
• Draft for Associate Director, Finance & Operations review and approval: Bill.com payments for approved consultant/vendor invoices and staff/consultant reimbursement, charging to the relevant project(s)
• Invoices for reimbursements from clients and project partners to Change Matrix
• Manage taxable income delivered outside Justworks, including monthly tech stipends and ad hoc gift cards (e.g. to UberEats), making payments and reporting annually to Justworks for tax inclusion
• Track state and federal tax requirements, ensuring CM is forecasting and completing payments promptly and accurately, in coordination with our tax firm
• Based on project budgets and staff, stay aware of upcoming travel and events, learning the vision for success and allocated budget
• Support staff travel by managing our travel processes, systems, and vendors, from collecting forms about upcoming travel to initiating improvements for cost savings and staff ease
• Existing systems include an upcoming travel form, travel SOPs, AmTrav booking software, and CM accounts with ride sharing companies, as well as event and training registration software like Whova
• Research specific costs to help build a spending forecast within the total budget limit, sourcing potential vendors and negotiating contracts
• Highlight opportunities for both cost savings and CM values alignment, like hiring community-based vendors, incorporating local cultural traditions (music, poetry, photography, etc.), and considering key holidays in scheduling
• After the event, work with the Associate Director, Finance & Operations to create a report comparing actual time and expenses to the original forecast and conduct an after-action review to learn from what went well and can be improved
• Track all open vendor and consultant contracts and proactively manage amendments (e.g. to extend the timeline or change the scope)
• Coordinate the onboarding process for new vendors and consultants, creating Bill.com profiles and ensuring invoices are received and paid on time
• Track and encourage staff use of our annual professional development funds and paid time off so we can share data with supervisors to support direct reports; double check alignment between PTO requests and OOO calendar
• Annually or as changes occur, update staff profiles in Justworks, our PEO, with health insurance deductions given their enrollment selections
• Look for ways to celebrate staff and deepen cross-team connections, from acknowledging life milestones to managing software that initiates staff pairings for “water cooler” conversations
• Ensure staff participation in our annual anti-sexual harassment training, Conflict of Interest and Whistleblower policies

Benefits

• 15 paid vacation/personal days, 6 paid sick days, and 12 paid holidays, including a floating holiday, as well as a paid office closure between Christmas and New Year’s Day.
• Medical, vision, and dental insurance coverage, with support from CM for the premium costs.
• A retirement plan with an employer match for contributions up to 5% of your annual salary.
• Employer-paid disability and life insurance.
• Support for as-needed personal leave, including at least 12 weeks of partially paid parental leave and up to 10 days of paid bereavement leave.
• Standard equipment including a company-owned laptop, plus a $100/month stipend to offset additional home office costs (e.g. mobile phone data, strong wifi).
• Up to $1000/year of professional development funds to pursue new skills and experiences, from attending a conference or training to purchasing a tool or resource.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed