Finance Operations Coordinator

Finance Operations Coordinator

Milano Di Rouge

Job Description

Location: Marietta, GA (Hybrid): In office 3 days per week after 3 months

Compensation: $55,000 - $62,000 annually

Experience: 3 - 5 years

Role Summary

This role is ideal for a finance or accounting professional who enjoys keeping financial operations organized, maintaining accurate records, and working closely with external accounting partners and a CFO.

You will be responsible for payment execution, financial documentation, tax filing coordination, compliance tracking, renewing business licenses, and ensuring the accounting team has everything needed for an accurate and timely close.

This is a detail-oriented, process-driven role for someone who knows how to operate independently, is organized, and thrives when systems are clean and deadlines are met.

Job Purpose

The Finance Operations Coordinator ensures the smooth, compliant, and cost-conscious operation of Milano Di Rouge’s financial processes.

This role bridges day-to-day financial tasks (invoicing, bill payments, vendor management, expense documentation, payment processing) with compliance oversight (tax filings and notices, CPA liaison). You serve as the gatekeeper: maintaining accurate records, ensuring external vendors and the accounting firm receive the documentation they need, and supporting leadership with organized financial information.

The company has two sister entities with light financial activity that you will assist with periodically. This role will handle basic documentation and coordination for those entities as needed.

This role focuses on coordination, documentation, financial process organization, and payment execution. Strategic financial decisions, financial reporting, and accounting judgments remain the responsibility of the CFO and the external accounting firm.

Core Responsibilities

1: Payments, Vendors & Spend Management 

• Process and pay invoices on time, ensuring accuracy and proper approvals
• Maintain a vendor ledger and reconcile invoices against contracts
• Maintain an organized vendor registry, including vendor name, contact information, payment terms, recurring payment amounts, expected billing timelines, and invoice history
• Track recurring payments and confirm invoices align with expected amounts and billing schedules
• Proactively review recurring bills (utilities, SaaS, insurance, subscriptions, logistics, etc.) to identify discrepancies or inefficiencies
• Flag unexpected billing changes or discrepancies for leadership review
• Maintain visibility into recurring vendor expenses and document trends over time
• Maintain cardholder roster (who has which card, limits, and purpose)
• Review card transactions weekly and ensure documentation requirements are met
• Ensure receipts and transaction memos are submitted for company card transactions within the required timelines
• Follow the company's documentation and escalation process when receipts or memos are missing

2: Revenue Reconciliation & Bank Monitoring 

• Reconcile revenue deposits from Shopify and other payment processors (PayPal, Shop Pay, TikTok Shop, Amazon, wholesale deposits, and marketplace payouts) against bank deposits
• Export and organize financial reports from sales platforms for bookkeeping and reconciliation purposes
• Provide the bookkeeper with Shopify sales summaries, payout reports, and refund data required for the month-end close
• Track refunds, chargebacks, and payment processor fees to support accurate bookkeeping
• Maintain an updated bank account inventory (all accounts, balances, and uses)
• Audit underutilized accounts and recommend consolidation where appropriate
• Track bank fees, benefits, and rewards
• Monitor unusual account activity and flag issues to leadership when appropriate

Note: This role does not manage traditional AR collections. The primary responsibility is reconciliation and documentation of revenue deposits from sales platforms, including wholesale deposits and marketplace payouts.

3: Reporting, Documentation & CFO Support 

Pre-Bookkeeper Package (Due by Day 4 of Each Month) Audience: External bookkeeper and CPA firm:

• Collect receipts (email, photo, or app) and match them to transactions
• Tag each expense with vendor, category, department, project/collection, payment method, date, and memo
• Bank and credit card statements plus CSVs
• A/P aging and paid bills list
• Expense detail (with receipts) by GL category
• Tax filings and confirmations
• Any state notices or Avalara confirmations
• Store all files in pCloud with consistent naming conventions
• The company will sponsor a Managerial Accounting training 

Monthly Finance Snapshot Audience: CFO and leadership team Collaborate directly with the CFO to determine content and format. Typical elements include:

• Top 5 expense categories vs. prior month
• Card documentation exceptions
• Organize financial information and prepare materials for financial review and analysis
• Understand and apply: fixed vs. variable expenses, contribution margin, cash flow vs. profit
• Collaborate directly with the CFO to deliver insights to leadership based on these concepts

Documentation & SOPs

• Keep all invoices, payments, notices, and filings organized in pCloud
• Maintain a Finance and Compliance Log of key actions (tax agency calls, filings, notices received, etc.)
• Ensure financial documentation is organized, searchable, and audit-ready
• Create and maintain SOPs for recurring finance processes (payments, documentation management, vendor onboarding)
• Maintain an index of SOPs so processes are easy to follow and update

4: Compliance & Process Improvement 

• Act as primary liaison with bookkeeper, CPA firm, CFO, tax filing providers, and state/federal tax agencies
• Collect and provide documents for tax filings and reconciliations
• Maintain a compliance calendar (monthly, quarterly, annual deadlines)
• Submit POAs, notices, and compliance-related paperwork; log confirmations in pCloud
• Ensure external accountants and bookkeeping partners receive the required documentation in an organized and timely manner
• Support leadership by identifying potential cost efficiencies and documenting expense trends
• Provide at least one process improvement or cost awareness observation each month

Reporting Structure

This role works closely with:

•   CFO: Financial oversight, strategic financial leadership, and direct collaboration on reporting and analysis.

•   Chief of Staff: Operational coordination and internal processes.

•   Business Optimization Manager: Operational performance and process improvements.

•   External bookkeeper and CPA firm: Accounting and compliance.

Technology & Tools

You will work daily in the following systems. 

•   QuickBooks Online (QBO): Core accounting platform.

•   Excel / Google Sheets: Advanced proficiency required for reconciliation, reporting, and analysis.

•   Shopify Admin: Sales data exports, payout reports, refund tracking.

•   pCloud: Document storage, filing, and organization.

•   Avalara: Sales tax compliance and filing.

•   Payment processor dashboards: PayPal, Shop Pay, TikTok Shop

•   Ryder / 3PL portals: Logistics and fulfillment cost documentation (as applicable).

Skills & Qualifications

Education

Bachelor’s degree in accounting, Finance, Business Administration, or related field preferred.

Experience

3–5 years of experience in bookkeeping, accounting operations, financial administration, or finance coordination, e-commerce, and apparel experience preferred.

Technical Skills

•   Advanced proficiency in Excel and Google Sheets.

•   Advanced proficiency working with QuickBooks Online or similar accounting software.

•   Comfort navigating e-commerce platforms (Shopify, payment processors) and cloud-based filing systems.

Personal Traits

•   Comfortable working independently with minimal supervision.

•   Excellent communicator: able to coordinate clearly with internal teams, vendors, and external accounting partners.

•   Strong critical thinking skills and problem-solving ability.

•   Team-oriented mindset with the ability to collaborate across departments.

•   Highly organized with strong attention to detail and documentation discipline.

•   Proactive: you spot problems before they escalate and flag them without being asked.

•   Reliable and consistent: you meet deadlines, follow through on commitments, and don’t let things slip.

Confidentiality

This role involves access to sensitive financial information. All information must be treated as strictly confidential. Unauthorized disclosure of financial records or business information is grounds for immediate termination.