Description

dublab seeks an experienced Finance & Operations Manager to manage the day-to-day financial administration and internal operations of our nonprofit organization.

This hands-on role is responsible for accounts payable and receivable, QuickBooks Online administration, payroll and vendor administration, grant and restricted-fund tracking, compliance, and organizational recordkeeping. Working closely with the Executive Director and Bookkeeper/Controller, this person ensures financial and administrative work is accurate, organized, and completed on schedule. 

The ideal candidate has 5+ years of relevant experience, strong nonprofit financial knowledge, and advanced working proficiency in QuickBooks Online and Excel/Google Sheets. They are proactive, highly organized, and able to independently work through completion.

To Apply: email jobs @ dublab . com and attach your resume (PDF) and cover letter (PDF) labeled lastname_firstname_dublabFO. Applications that are not clearly labeled will not be reviewed.

Requirements

Key Responsibilities

Finance, Bookkeeping & Reporting

• Maintain accurate, current records in QuickBooks Online, including coding by account, class, program, grant, and project.
• Manage accounts payable, ensuring approved bills, invoices, and reimbursements are documented and paid on time.
• Manage accounts receivable, including invoicing, tracking payments, and following up on outstanding balances.
• Reconcile transactions and resolve missing documentation, coding errors, and discrepancies.
• Track grants, restricted funds, fiscal sponsorships, and project expenses.
• Prepare monthly budget-vs.-actual, expenditure, AP/AR, and other financial reports for the Executive Director.
• Maintain clean records and supporting schedules for monthly close, tax preparation, audits/reviews, and grant reporting.

Payroll, HR & Vendor Administration

• Administer payroll, timesheets, reimbursements, and benefit deductions with dublab's payroll provider.
• Manage onboarding/offboarding documentation, personnel files, benefits, and workers' compensation administration.
• Maintain vendor records, contracts, W-9s, and documentation required for accurate 1099 reporting.

Operations & Compliance 

• Maintain calendar and payments for bills, contracts, insurance, permits, filings, renewals, payroll/tax deadlines, and other recurring obligations.
• Collect, route, and organize organizational mail and financial correspondence.
• Maintain organized physical and digital records, shared drives, policies, and standard operating procedures.
• Maintain insurance policies, COIs, contracts, and compliance documentation.
• Improve administrative systems and document recurring workflows.
• Proactively flag overdue receivables, upcoming obligations, discrepancies, cash-flow concerns, and missing documentation to the Executive Director
• Support related administrative duties as-needed.