Finance & Operations Manager

The Climate Registry•Los Angeles, CA

1d•Hybrid

About The Position

The Climate Registry (TCR) is a nonprofit organization backed by U.S. and Canadian subnational jurisdictions, with nearly 20 years of experience helping corporations, governments, nonprofits, and universities measure and manage their emissions, report credible data, and demonstrate climate leadership. TCR provides tools, guidance, and support for third-party verification and assurance to help organizations meet today’s disclosure requirements and build trusted public records. The Finance & Operations Manager is a dual-function role responsible for maintaining the organization's financial health while keeping day-to-day operations running smoothly. This position manages a $2M+ annual budget across multiple revenue streams — including membership, events, grants, and contracts — while simultaneously overseeing office operations, technology systems, payroll, HR administration, and vendor/contractor management. This position follows a hybrid work model, providing remote work flexibility with a requirement of at least one in-office day per week. The employee is also expected to participate in weekly staff meetings held in a hybrid format.

Requirements

5–7 years of experience spanning finance/accounting AND operations or administration
Proficiency in QuickBooks is required
Experience managing budgets across multiple funding sources including grants, contracts, membership, and events
Familiarity with nonprofit financial requirements including 990 filings, annual audits, and funder financial reporting
Experience processing payroll and supporting HR functions in a small to mid-size organization
Comfortable presenting financial information clearly to non-finance audiences including board members and program staff
Strong attention to detail with the ability to manage multiple deadlines simultaneously without things slipping
A problem-solver who can build new processes, not just follow existing ones
Bachelor of Science in a relevant field of Finance or Management

Nice To Haves

Nonprofit experience strongly preferred
Experience with Wild Apricot, Expensify, Salesforce, Adobe Sign, and Excel is a strong plus
CPA or nonprofit finance certification is a plus but not required

Responsibilities

Manage all accounts receivable, accounts payable, and daily transactions using QuickBooks.
Ensure all financial activity is recorded accurately and on time.
Process and track employee expense reimbursements through Expensify.
Record and categorize event income and expenses in QuickBooks, capturing direct costs and staff time allocations.
Maintain QuickBooks organization, including class tracking, bill pay, and budget settings.
Close the books each month — reconcile accounts, review transactions, and produce clean monthly financial reports.
Track cash flow closely so the organization always knows its financial position.
Meet weekly with program managers to align financial tracking with program activity.
Lead monthly Finance Committee meetings to review reports and discuss financial performance.
Build the annual operating budget each year with the Executive Director and the Board of Directors, including an update mid-year as needed.
Monitor actual spending and income monthly; flag and explain variances.
Keep financial forecasts current throughout the year, especially during tight cash flow periods.
Build and manage budgets for grants, contracts, and events — including first-time events without historical data.
Adjust contract budgets as project needs and deliverables shift.
Build grant budgets during the application process and manage spending throughout each grant period.
Prepare financial reports for funders at the close of each grant cycle.
Track staff and contractor time allocations across grants, contracts, and events — maintaining accurate hourly rates for reporting and compliance.
Ensure grant and contract spending remains within approved budgets and complies with funder requirements.
Responsibility for membership collections in collaboration with the Registry Services team, invoicing through Wild Apricot, and keeping QuickBooks in sync.
Coordinate the annual membership renewal process, including pricing updates, billing, and renewal communications.
Oversee vendor relationships for financial system integrations, including the Wild Apricot and QuickBooks data sync.
Manage the full annual audit cycle — prepare financial statements, respond to auditor requests, and meet the February submission deadline with audit closure by March.
Oversee 1099 preparation and filing in January.
Prepare and submit all tax documents by April for the 990 filing due in May.
Manage the relationship with the organization's external audit and tax firm.
Keep the office running day to day — manage supplies, logistics, and ensure the space is functional and welcoming.
Manage building access, safety training, and facility requests for staff and the organization's sublease partner.
Track and manage office equipment and ensure staff have what they need.
Lead office relocation projects if and when needed, including space selection, lease negotiation, and physical move coordination.
Manage all software subscriptions and ensure staff have appropriate system access.
Set up and enforce company-wide password management and multi-factor authentication (MFA) for all staff and contractors.
Coordinate with vendors on technology projects such as syncing the member database with Salesforce.
Research and implement new tools when needed, and train staff on how to use them.
Handle the full contractor process — draft contracts, obtain signatures, track renewals, and coordinate onboarding.
Use Adobe e-signature for all contractor documents and maintain a clean, organized process.
Review time tracking submissions from contractors and staff for accuracy.
Recognize contractors for birthdays and work anniversaries and maintain clear policies for long-term contractors.
Schedule and track compliance trainings for all staff and contractors.
Roll out and enforce the organization's cybersecurity policy.
Manage organizational insurance policies and handle certificate of insurance (COI) requests as needed.
Track grant and contract deadlines and reporting calendars to ensure nothing falls through the cracks.
Keep grant and contract files organized and up to date on the shared workspace.
Serve as the operational point of contact on event days — solve problems in real time.
Coordinate AV vendors, manage technical setup, and support presenter and workshop logistics.
Manage volunteer and staff assignments for event-day operations.
Coordinate quarterly Board meetings — scheduling, logistics, and materials preparation.
Prepare Board Books and record official meeting minutes.
Run the staff recognition program — birthdays, work anniversaries, and milestone moments.
Plan and coordinate staff engagement events throughout the year.
Help build a workplace culture where people feel seen, supported, and informed.
Process and manage payroll accurately and on time.
Coordinate with finance to ensure proper coding and recordkeeping for all payroll transactions.
Track and manage paid time off balances and payroll-related employee records.
Handle final pay processing during employee offboarding.
Serve as the primary point of contact for day-to-day HR questions and staff needs.
Manage the employee onboarding process — from offer letter to first-day setup — ensuring new hires have system access, equipment, and orientation materials.
Track and maintain employee records, HR documentation, and ensure records are organized and compliant.
Support performance review cycles, maintaining timelines and ensuring managers have the tools they need.
Coordinate employee offboarding, including system access removal and equipment return.
Schedule and monitor compliance trainings for all staff.