<p class="font-claude-response-body break-words whitespace-normal"></p> <p><strong>Finance & Operations Manager (Finance, Systems & Office Operations)</strong><br><strong>5W Public Relations | New York, NY</strong></p> <p>Salary Range: $105K–$130K<br>This is a hybrid role based in our New York office, with 4 days per week in office.<br>Must Have Experience: Budgeting, Contracts and CRM/Systems</p> <p><strong>The Role</strong><br>We are seeking a Finance & Operations Manager to play a pivotal role in driving efficiency, structure, and excellence across 5W’s Finance, Systems, and Office Operations. This role bridges strategic business operations with day-to-day office management, ensuring our systems, vendors, and workplace support a fast-moving agency serving clients across consumer, corporate, technology, and more.</p> <p>The ideal candidate is highly organized, analytical, and proactive — equally comfortable managing financial workflows, optimizing CRM and resource systems, and maintaining a collaborative, well-run office environment.</p> <p><strong>Key Responsibilities</strong></p> <p><em>Finance & Vendor Support</em></p> <ul> <li>Manage vendor relationships, contracts, and renewals to ensure cost-effectiveness and compliance.</li> <li>Partner with the Finance team to track expenses, budgets, and vendor payments.</li> <li>Monitor and report on vendor performance and identify cost-saving opportunities.</li> <li>Lead internal initiatives such as system migrations, process rollouts, or operational improvement projects.</li> </ul> <p><em>Staff Utilization & Resource Planning</em></p> <ul> <li>Track and analyze staff utilization and billable time across client accounts to ensure effective resource allocation.</li> <li>Collaborate with practice and department leads to forecast staffing needs and balance workloads across client teams.</li> <li>Develop and maintain reports on capacity, utilization, and operational efficiency.</li> </ul> <p><em>CRM & Systems Management</em></p> <ul> <li>Oversee day-to-day administration and optimization of the agency’s CRM system.</li> <li>Ensure accurate data entry, reporting integrity, and user adoption of best practices.</li> <li>Identify automation opportunities and enhance dashboards for real-time business insights.</li> <li>Create and maintain reports on revenue, utilization, and client spend to inform leadership decisions.</li> </ul> <p><em>Office Operations & Administration</em></p> <ul> <li>Oversee the smooth day-to-day operations of our New York office, ensuring a well-functioning and welcoming environment for staff, clients, and visitors.</li> <li>Manage office supplies, equipment, and vendor services, including maintenance and repairs.</li> <li>Serve as the main point of contact for office-related requests, visitors, and administrative needs.</li> <li>Support internal meetings, client meetings, and agency events, including setup, technology coordination, and logistics.</li> </ul> <p><em>Employee Experience & Support</em></p> <ul> <li>Partner with People/HR to onboard new hires from an office and systems standpoint (equipment, workspace, access, orientation).</li> <li>Foster a positive, productive, and inclusive office culture through thoughtful coordination of internal communications, wellness programs, and team activities.</li> <li>Ensure employees have the tools and resources needed for success.</li> </ul> <p><em>IT & Systems Oversight</em></p> <ul> <li>Oversee IT requests, troubleshooting, and vendor coordination.</li> <li>Manage company hardware, software, and technology subscriptions/licenses.</li> <li>Ensure proper setup of computers, printers, phones, and other technology for new hires.</li> <li>Partner with IT support to maintain smooth technology operations across the agency.</li> </ul> <p><em>Operational Efficiency & Compliance</em></p> <ul> <li>Partner with leadership to refine workflows, policies, and cross-departmental processes.</li> <li>Maintain compliance with safety, security, and workplace policies.</li> <li>Develop and track operational KPIs to measure performance and efficiency.</li> <li>Support Finance and Operations leadership with special projects and strategic initiatives.</li> </ul> <p><strong>Qualifications</strong></p> <ul> <li>5+ years of experience in business operations, finance support, or office management; PR, communications, or creative agency experience strongly preferred.</li> <li>Strong understanding of vendor management, contracts, and budgeting.</li> <li>Experience with CRM platforms (e.g., NetSuite, Salesforce, or HubSpot).</li> <li>Familiarity with agency metrics such as billable utilization and client profitability a plus.</li> <li>Proficiency with Excel/Google Sheets and reporting tools; project management tools (e.g., Monday.com or Asana) a plus.</li> <li>Excellent organizational, analytical, and communication skills.</li> <li>Ability to balance strategic operations with hands-on office and administrative management.</li> <li>Highly detail-oriented with the ability to manage multiple priorities and deliver results in a fast-paced agency environment.</l