Operations and Finance Manager

About Freehold: Since its founding in 1991, Freehold has been devoted to making that practice radically accessible. Serving the full spectrum of our community, Freehold’s programs broaden engagement, serve diverse audiences, and encourage deep participation in the arts.

Position Description

The Operations and Finance Manager, reporting to the Managing Director (MD), requires exceptional bookkeeping skills, a sharp eye for detail, and the ability to support the MD in various financial aspects including budget reporting, cash flow management, payroll, insurance, and operations auditing. This role will also oversee the Studio Operations, managing student registrations, enrollment monitoring, tuition collection, class scheduling with faculty and the Artistic Director (AD) , and online class creation. Additionally, they will assist in facility scheduling and operations. This position presents an opportunity for a business-savvy professional to optimize and fortify the operations of a theatre with a unique presence in the Seattle Area.

Responsibilities

Bookkeeping

• Maintain accurate financial records using QuickBooks Desktop
• Apply accrual accounting principles, including revenue recognition and expense accruals
• Manage income, bills, receivables, and payables, ensuring accurate coding and recording in QuickBooks
• Pay bills promptly, prepare checks for the Managing Director's signature, and handle bill mailings
• Monitor debit card transactions and reconcile bank accounts, credit cards, and loans
• Process payroll, including wage calculations based on rates and hours provided by the Artistic Director/Managing Director, ensuring compliance with labor laws
• Maintain well-organized digital files in preparation for the annual audit

Financial Management

• Coordinate annual 990 preparation process and liaise with external tax preparers and Managing Director
• Implement recommended changes for the 990 preparation process
• Administer financial plans and budgets, monitoring progress and informing MD of financial status
• Manage organizational cash flow and forecasting
• Monitor billing and collection schedule
• Communicate critical financial matters effectively to MD and assist in preparing reports for Board of Directors
• Maintain integrity of data entry in student database (AirTable, Acuity), donor database (Salsa), and financial records in QuickBooks

Studio Operation

• Work to ensure operations of the Studio run smoothly and efficiently
• Register new students, answer schedule and tuition-related questions, and refer students to the appropriate person to answer curriculum and escalating questions.
• Explain and enforce Studio policies and procedures in regard to class payments and registration requirements
• Work with AD to schedule quarterly classes, generate class lists, policy forms, evaluations and support Materials
• Work with teaching faculty to schedule classes quarterly, escalating issues to AD and MD
• Oversee facility calendar and schedule for all space use, including quarterly studio classes, performance or event rentals, board and staff meetings, facility tours, and rehearsals
• Work with the Facility Manager and MD to ensure classrooms are maintained and cleaned per instructors' needs
• Create class events on the website and in databases and accounting software
• Schedule and bill all studio rental requests
• Training other office staff on use of all office equipment and systems and maintaining them in good working order

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Required Skills & Qualifications:

• Bachelor's degree or equivalent experience in Accounting, Finance, Business Administration, or a related field.
• Proficiency in payroll management, AP/AR processes, and accrual accounting methods.
• Strong understanding of financial reporting principles, including preparation of financial statements and reconciliation of accounts.
• Proficiency in using accounting software and financial management systems (e.g., QuickBooks, SAP, Oracle).
• Attention to detail to ensure accuracy in financial records, reports, and compliance with regulatory requirements.

The ideal candidate has

• Experience in final responsibility for the quality and content of all financial data, reporting, and audit coordination
• Keen analytic, organization, and problem-solving skills and attention to detail; ability to prioritize and negotiate
• Excellent communication and relationship-building skills
• Personal qualities of integrity, flexibility, and dedication
• Passion for the mission and vision of Freehold.
• Comfortable interacting across different communication styles and with diverse audiences

Job Type: Full-time

Pay: $25.00 per hour

Expected hours: 38 per week

Benefits:

• Health insurance
• Paid time off
• Vision insurance

Experience level:

• 1 year
• 2 years

Schedule:

• Day shift
• No weekends

People with a criminal record are encouraged to apply

Education:

• Bachelor's (Preferred)

Ability to Relocate:

• Seattle, WA 98104: Relocate before starting work (Required)

Work Location: In person