Reports to: Executive Director; works closely with Bookkeeper/Controller
* Position Summary *
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.
* 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.
* Qualifications *
Required
– 5+ years of nonprofit finance, bookkeeping, and/or operations experience.
– Strong proficiency in QuickBooks Online, including coding, reconciliation, class/project tracking, and financial reporting.
– Strong knowledge of accounts payable/receivable, payroll, vendor compliance, and month-end close preparation.
– Proficiency in Excel/Google Sheets and Google Workspace.
– Working knowledge of nonprofit accounting, including grants and restricted funds.
– Excellent organization, accuracy, follow-through, and deadline management.
– Ability to identify problems, resolve discrepancies, and manage recurring responsibilities independently.
– Strong communication skills and discretion with confidential information.
Preferred
– Experience working directly with a nonprofit Controller, CPA, or outsourced accounting firm.
– Experience managing a high volume of payables and receivables.
– Experience with fiscal sponsorship and multi-source nonprofit revenue.
– Experience developing financial controls, administrative calendars, SOPs, and document-management systems.
– Experience with fiscal sponsorship, nonprofit Controllers/CPAs, and multi-source revenue; familiarity with Gusto, DocuSign, online qbanking/bill-pay, and benefits platforms.
* What Success Looks Like *
Bills are paid on time; receivables are actively pursued; QuickBooks and supporting documentation remain current; grants, contracts, and compliance deadlines are reliably tracked; and financial records are ready for monthly and annual reporting. The Executive Director has clear visibility into outstanding obligations and financial activity, while the Bookkeeper/Controller and CPA receive clean records without having to reconstruct administrative work.
* Work Style *
Proactive, accurate, systematic, and deadline-driven. You notice what needs attention, communicate issues early, and follow work through completion. You can bring structure and reliable systems to a collaborative, creative environment.
Salary: $30 – $33, hourly
Benefits: Health Insurance (Medical, dental and vision etc.), Paid Time Off (Sick, vacation and holiday pay)
Education requirements: Associate’s degree
Deadline to apply: September 20, 2026
Documents required to apply: Resume, Cover Letter, References
How to apply: dublab accepts applications on a rolling basis. Applications received before September 30, 2026 will be prioritized.
Email resume (PDF) & cover letter (PDF) to jobs@dublab.com.
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