Finance & Operations Coordinator

JOB DESCRIPTION: Finance & Operations Coordinator
Apiary Digital is a location-independent collective of experienced digital marketing consultants, serving clients with growth marketing solutions.

We’re an ideal fit for a professional seeking a career-driven, lifestyle-friendly opportunity—for someone who enjoys wearing multiple hats, including operations, business administration, finance, executive assistant duties, and office management tasks.

If you’re interested in learning more, please send your resume to talent@apiarydigital.com.

Overview

The Operations & Finance role is dedicated to supporting the leadership team, handling back-office functions, and improving operational efficiency.

  • Remote
  • Full time: 40 hours per week
  • Flexible working hours, with expectations of responsiveness during select business hours, to be negotiated up-front
  • Looking for a candidate committed to this role for at least 2-3 years
  • Reports to the CEO

Objectives

  • Accurate financial reporting
  • Time savings for leadership team
  • Accurate and on-time execution of Apiary’s back-office functions

Functions

Finance (20-30%)

  • Working with Apiary’s outside advisors and vendors to ensure Apiary’s finance, HR, compliance, insurance, and business administration i’s are dotted and t’s are crossed
  • Delivering financial reporting
  • Managing client and team invoicing and communications on AR/AP
  • Payroll
  • Benefits administration
  • Bookkeeping & completing month-end close check-list
  • Insurance administration
  • Business administration: Licenses, submitting required paperwork to various agencies, processing state and city tax payments, etc.

Operations (40-50%)

  • Supplying actionable reporting to business stakeholders
  • Consultant onboarding
  • Back-office aspects of client operations, recruiting, and sales
  • Systems administrator for all of Apiary’s tools
  • Maintaining Apiary’s data security and data backups
  • Training users on how to properly use tools and ensure adoption.
  • Develop and maintain documentation on Apiary’s standard operating procedures
  • Data entry and data clean-up

Executive Assistant (20-30%)

  • Various office management functions including booking travel, planning company events, sending client gifts, etc.
  • Bolstering remote team culture
  • Serving as Executive Assistant to the CEO
  • Executing leadership team requests

Special Projects (0-10%)

  • From time-to-time, the CEO may request and approve special projects to improve operational systems

QUALIFICATIONS

  • Strong personal values that align with our career-driven, lifestyle-friendly vision
  • 2+ years of finance, accounting, or bookkeeping experience
  • 2+ years of business administration experience
  • Advanced proficiency with Microsoft Excel
  • Project management or event management experience
  • High degree of comfort with cloud-based software and tools for remote team collaboration
  • Comfortable with video conferencing
  • 1+ years of experience working in Quickbooks Online
  • Highly self-directed and willing to work in a fast-paced startup environment where things change and grow quickly
  • Comfortable engaging as an integral part of a small, lean team in which everyone is expected to perform a wide array of tasks
  • Strong written communication skills
  • Experience working in a client-facing role or client-focused organization
  • Event planning experience
  • Experience and understanding of the digital marketing landscape
  • Experience with independent consulting
  • Experience working on a remote team, or with team members in different offices

Ideal: Basic HR experience

Software:

  • Advanced Excel skills (required)
  • Quickbooks Online (1+ years experience is required)
  • Google Suite (Google Drive, Docs, Sheets, Slides, Meet)
  • TeamWork
  • Salesforce
  • Slack
  • WordPress