Finance & Operations Manager (Finance, Systems & Office Operations)

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 Where an employee or prospective employee is paid within this range will depend on, among other factors, actual ranges for current/former employees in the subject position; market considerations; budgetary considerations; tenure and standing with the company (applicable to current employees); as well as the employee’s/applicant’s background, pertinent experience, and qualifications NYC Salary Range $105,000—$130,000 USD