Finance & Operations Manager (Finance, Systems & Office Operations)
5W Public Relations | New York, NY
Salary Range: $105K–$130K
This is a hybrid role based in our New York office, with 4 days per week in office.
Must Have Experience: Budgeting, Contracts and CRM/Systems
The Role
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.
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.
Key Responsibilities
Finance & Vendor Support
- Manage vendor relationships, contracts, and renewals to ensure cost-effectiveness and compliance.
- Partner with the Finance team to track expenses, budgets, and vendor payments.
- Monitor and report on vendor performance and identify cost-saving opportunities.
- Lead internal initiatives such as system migrations, process rollouts, or operational improvement projects.
Staff Utilization & Resource Planning
- Track and analyze staff utilization and billable time across client accounts to ensure effective resource allocation.
- Collaborate with practice and department leads to forecast staffing needs and balance workloads across client teams.
- Develop and maintain reports on capacity, utilization, and operational efficiency.
CRM & Systems Management
- Oversee day-to-day administration and optimization of the agency’s CRM system.
- Ensure accurate data entry, reporting integrity, and user adoption of best practices.
- Identify automation opportunities and enhance dashboards for real-time business insights.
- Create and maintain reports on revenue, utilization, and client spend to inform leadership decisions.
Office Operations & Administration
- Oversee the smooth day-to-day operations of our New York office, ensuring a well-functioning and welcoming environment for staff, clients, and visitors.
- Manage office supplies, equipment, and vendor services, including maintenance and repairs.
- Serve as the main point of contact for office-related requests, visitors, and administrative needs.
- Support internal meetings, client meetings, and agency events, including setup, technology coordination, and logistics.
Employee Experience & Support
- Partner with People/HR to onboard new hires from an office and systems standpoint (equipment, workspace, access, orientation).
- Foster a positive, productive, and inclusive office culture through thoughtful coordination of internal communications, wellness programs, and team activities.
- Ensure employees have the tools and resources needed for success.
IT & Systems Oversight
- Oversee IT requests, troubleshooting, and vendor coordination.
- Manage company hardware, software, and technology subscriptions/licenses.
- Ensure proper setup of computers, printers, phones, and other technology for new hires.
- Partner with IT support to maintain smooth technology operations across the agency.
Operational Efficiency & Compliance
- Partner with leadership to refine workflows, policies, and cross-departmental processes.
- Maintain compliance with safety, security, and workplace policies.
- Develop and track operational KPIs to measure performance and efficiency.
- Support Finance and Operations leadership with special projects and strategic initiatives.
Qualifications
- 5+ years of experience in business operations, finance support, or office management; PR, communications, or creative agency experience strongly preferred.
- Strong understanding of vendor management, contracts, and budgeting.
- Experience with CRM platforms (e.g., NetSuite, Salesforce, or HubSpot).
- Familiarity with agency metrics such as billable utilization and client profitability a plus.
- Proficiency with Excel/Google Sheets and reporting tools; project management tools (e.g., Monday.com or Asana) a plus.
- Excellent organizational, analytical, and communication skills.
- Ability to balance strategic operations with hands-on office and administrative management.
- Highly detail-oriented with the ability to manage multiple priorities and deliver results in a fast-paced agency environment.
Why you'll love working here:
- Competitive salary with comprehensive benefits & wellness programs including partnership with ClassPass!
- Flexible PTO
- Summer Fridays and Winter, Spring, and Fall Fridays too!
- Hybrid work model offering flexibility and work-life balance
- Expanded parental leave and family planning support
- Continuous learning through “5W University” and development initiatives
- Student Loan Reimbursement
- Professional Development Support
- Exclusive access to season tickets for pro sports teams along with Broadway shows, and more!
- Charitable giving, including matching donations
#LI-Hybrid
