Title:  Controller / Operations Manager

Location:  Los Angeles with staff currently working remotely

Status:  Full-Time, Exempt

Estolano Advisors is a diverse, woman-owned small business that consults with public agencies, non-profits, philanthropies, and businesses to help create thriving, healthy, vibrant communities. The 18-person professional services firm, headquartered in Los Angeles, and its 9-person sister organization, Better World Group, comprise a team of smart-working, mission-driven staff who specialize in managing multi-stakeholder processes to address complex public policy, urban planning, and social equity issues.

Position Description

Under direction of the President and CEO, the Controller / Operations Manager will oversee and perform both accounting and operational functions within a 3.5-FTE operations team. Priorities include oversight of the timely production of accounting and operational data as well as the effective management, training, mentoring and career growth of accounting personnel and project-support administrators. Importantly, this person will work in concert with the management team, providing the financial leadership necessary to pave the way toward strategic growth.

Primary Responsibilities

Managing the accounting, office management and administrative functions

• Oversee day-to-day accounting operations, including the timely preparation of monthly financial statements, general ledger account analysis, account reconciliations, payroll, maintaining accounting filing systems, and other duties as required to ensure the smooth operation of the firm’s financial reporting and accounting functions.
• Ensure that accounting policies, procedures and controls are executed and documented.
• Facilitate the efficient tracking of company credit card expenditures and employee reimbursement requests.
• Prepare cash flow projections, ultimately developing a system to build cash reserves.
• Provide financial education through a combination of one-on-one training of accounting staff and educational development of non-accounting staff.
• Mitigate risk including procuring all insurance policies and overseeing implementation of the office safety policy.
• Comply with corporate governance, including IRS, FTB and Secretary of State Compliance.
• Oversee the preparation of required lobbying and financial interest disclosure (Form 700) reports.
• Business licenses and business certifications.

Advising senior management

• Serve as a trusted advisor to the executive and project management teams to help ensure sound financial decisions and keep the company’s financial reporting performance on track.
• Develop annual budgets and analyze variances.
• Input on strategic expansion initiatives.
• Perform analyses for effective tax planning and for future growth.
• Provide monthly performance data for use in populating an analytics dashboard.
• Establish productive relationships with the company’s bankers, CPA, other outside advisors and vendors, and provide the financial data that they require.
  

Contracts and invoicing

• Oversee the preparation of client invoices, contracts, subcontracts, amendments, renewals, and reports.
• Ensure the adequacy of related financial files.
• Ensure contract compliance (insurance requirements, company policies, IT security).
• Assist project managers in preparing fee proposals and establishing and tracking adherence to project budgets.

Human Resources

• Oversee submission of payroll through Paychex.
• Oversee administration of employee records and payroll practices, benefits and their reporting including 401(k) and PTO.
• Oversee offers/promotions/separations, onboard and support new employees, process reimbursement requests, comply with government requirements regarding employment and compensation.
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