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Chief Financial Administrator

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Senior Financial Operations Specialist

Job Description:

This is a highly specialized role requiring strong analytical and organizational skills. As a Senior Financial Operations Specialist, you will be responsible for ensuring the accuracy and timeliness of financial data across multiple franchise locations.

Key Responsibilities:

  • Manage financial records and perform daily postings and month-end closes to ensure timely period closures.
  • Reconcile bank, credit card, and merchant accounts, as well as third-party delivery or marketplace deposits, including fees and chargebacks.
  • Match POS sales to deposits and resolve over/short cash variances.
  • Integrate and reconcile data from various systems, including Toast, Square, Clover, Lightspeed, Revel, and Shopify POS.
  • Maintain clean bank feeds and mapping rules in QuickBooks Online or Xero.

Revenue, COGS, and Inventory:

  • Record daily sales summaries, net of discounts, comps, refunds, taxes, and tips.
  • Track inventory and COGS, as well as waste, and post landed costs.
  • Manage deferred revenue, such as gift cards and prepaid packages/memberships, and their redemptions.

AP/AR & Cash Control:

  • Run three-way matches for vendor bills, where applicable, and code shared costs across locations.
  • Process payments, credit memos, and vendor statements, and manage W-9 collections and 1099-NEC vendor lists.
  • Set and monitor cash-handling controls and deposit cadence.

Payroll & Labor:

  • Prepare payroll inputs, including hours, tips, and PTO, and reconcile payroll journals.
  • Coordinate with providers, such as ADP, Gusto, and Paychex, and track labor % by location/department and accrue payroll taxes/benefits as needed.

Compliance & Taxes:

  • Prepare sales/use tax workpapers across states and coordinate e-filings, ideally using Avalara/TaxJar.
  • Support the CPA with 941/940, state filings, and annual returns, and maintain audit-ready records.

Reporting & Unit Economics:

  • Deliver location P&L, balance sheet, cash flow, and consolidated roll-ups on a 4-5-4 retail calendar or monthly close.
  • Build simple KPI packs, including sales mix, AOV, labor %, COGS %, prime cost, ad-fund %, royalty %, occupancy %, and EBITDA.
  • Flag anomalies and actionable insights, such as price/margin leakage, fee creep, under-depositing, and rising food/labor trends.