Finance & Operations Coordinator

Job Description

Stonehouse Process Safety is a growing process safety consulting and testing firm that helps manufacturing clients solve complex safety challenges.

We're looking for a detail-oriented, highly organized Finance & Operations Coordinator to serve as the operational backbone of the business and a trusted right hand to leadership. This person owns our day-to-day finance and accounting — keeping accurate books, running the full invoicing and collections cycle, and closing the month — and extends into the operational, administrative, and business-development work that keeps a consulting firm running: managing compliance portals, supporting proposals, and improving the systems we grow on. The role works directly in QuickBooks and coordinates with our external CPA and payroll systems for the specialized work that sits outside it.

This is a part-time role with room to grow alongside the company. It suits someone who can close a set of books independently and also enjoys the variety of operational problem-solving in a flexible, trusted environment.

Finance & Accounting

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• Own the books end to end and deliver reliable monthly financials leadership can act on.
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• Maintain accurate books in QuickBooks, including transaction coding, documentation, and general ledger upkeep
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• Reconcile bank and credit card accounts monthly
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• Manage accounts payable: vendor bills, payments, and recordkeeping
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• Run the full accounts receivable cycle: prepare and issue client invoices (project-based, milestone, or time-based), post payments, match deposits, and maintain AR records
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• Track AR aging, monitor outstanding invoices, follow up on overdue accounts, and escalate issues as needed
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• Coordinate with the Operations team to ensure billing reflects actual project progress and milestones
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• Own month-end close and deliver monthly financial statements (P&L, balance sheet, and cash summary)
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• Track revenue by service line and monitor cash flow, proactively flagging issues
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• Support budgeting and basic forecasting, and translate the numbers into clear, usable insight for leadership
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• Coordinate with the external CPA on year-end close and tax support, and serve as the day-to-day point of contact for financial records
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Payroll & HR Administration

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• Keep payroll accurate and on time and keep employee records clean and compliant, using QuickBooks Workforce.
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• Run payroll and maintain payroll records; process routine changes such as new hires and wage updates
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• Support employee onboarding and offboarding paperwork (W-4, I-9, and similar) and maintain organized employee records
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• Coordinate benefits administration and basic HR tracking, including PTO, required documentation, and file organization
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• Serve as the first point of contact for routine payroll and HR questions, escalating anything outside standard process
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Operations & Administrative

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• Keep the company compliant, registered, and in good standing across every client, vendor, and regulatory system.
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• Manage and maintain client, vendor, and compliance portals
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• Support customer invoicing and payment portals and vendor registration systems
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• Maintain insurance and compliance documentation
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• Track renewals, certificates, and required filings, and ensure everything is submitted accurately and on time
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• Keep company information current and consistent across all external systems and records
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• Help ensure a smooth handoff from a won proposal into project setup and billing
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• Streamline invoicing, collections, and documentation
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• Help evaluate, select, and optimize accounting and operational tools
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Leadership & Business Support

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• Be the person who connects the numbers to what's actually happening in the business.
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• Work closely with the CEO, COO, and Board on financial and operational matters
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• Connect financial data to operational reality so leadership decisions are grounded in accurate information
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• Bring a problem-solving mindset to finance, operations, and light HR questions
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• Take on ad hoc operational and administrative projects as priorities shift
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Qualifications

Required

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• 3–5+ years of small-business finance and accounting experience
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• Able to own and close a set of books independently (reconciliations through month-end financials)
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• Hands-on proficiency with QuickBooks
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• Strong attention to detail and excellent organizational skills
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• Comfortable managing multiple systems and platforms at once
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• Self-directed and dependable in a flexible, lightly supervised structure
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• Clear written and verbal communication with leadership
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Highly Preferred

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• Degree in Accounting or a related field
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• Experience with project-based or professional- services/consulting businesses
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• Exposure to proposal development, contracts, or business-development support
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• Experience running payroll (QuickBooks Workforce a plus)
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• A process-improvement mindset and interest in growing with the company
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