Fractional CFO / Finance and Operations

Job description

Part-time & fully remote.

We are seeking a detail-oriented and proactive Finance and Operations Manager to oversee the complete accounting cycle for our company. Understanding the US Retail Grocery landscape is a critical element of this position. This individual will need to clearly understand the trade, how to work with retailers, their specific invoicing protocols, and how to effectively communicate with accounting departments. This role requires a hands-on approach to managing daily financial transactions, along with the ability to handle strategic financial tasks, vendor relations, process improvements, and inventory management at the distribution level.

Key Responsibilities:

Accounts Receivable and Customer Management

• Process the full cycle of customer invoicing, including EDI and non-EDI invoices for major retailers.

• Manage and apply customer payments received via ACH and check, ensuring proper recording against invoices and accounting for any deductions or discounts.

• Investigate, dispute, and manage customer deductions, including chargebacks (OTIFs) and damages. This involves using customer portals to gather details and coordinating with internal and external partners to resolve issues.

• Proactively follow up with customer accounts payable teams to ensure timely payment and update any necessary account information.

• Set up new customer accounts, ensuring all required documentation, such as W9s, is collected and filed.

Accounts Payable and Vendor Management

• Oversee the entire accounts payable process, from receiving and getting approval for vendor invoices to processing payments.

• Process vendor payments through various methods, including ACH, wire, and checks, using our primary banking platform.

• Set up and maintain vendor profiles in both the accounting system (QBO) and banking platform.

• Ensure all vendor invoices and related documents are appropriately saved and organized in a shared drive.

Financial Reporting and Reconciliation

• Maintain and manage QuickBooks Online (QBO), including recording and matching all bank transactions for payments and expenses.

• Prepare and generate key financial reports as needed, such as the Profit & Loss and Balance Sheet.

• Update and maintain the master sales and profitability tracking worksheet with order details, invoice information, and payment data.

• Perform regular reconciliation of accounts to ensure accuracy.

Strategic and Administrative Functions

• Coordinate and execute price increase implementations by communicating with brokers, updating internal price lists, and confirming the changes with retailers.

• Manage company financial documents and new account forms.

• Serve as a central point of contact for financial matters, communicating with internal teams, vendors, and customers via email, Slack, and meetings.

Job requirements

• Proven experience in a finance or accounting role within the US retail industry.

• Deep understanding of retail financial operations, including trade spend, deductions, and chargebacks (OTIFs).

• Hands-on proficiency with QuickBooks Online (QBO) is required.

• Advanced skills in Microsoft Excel or Google Sheets, particularly for tracking sales data and profitability.

• Experience navigating and utilizing retailer portals (example: Walmart's Retail Link, CVS's SPS Commerce/Vendor Portals) for invoicing and deduction management.

• Exceptional communication and interpersonal skills, with the ability to work effectively with both internal teams and external partners (customers, brokers).

• Highly organized with a strong attention to detail and the ability to manage multiple priorities.

• A proactive, self-starting individual who can work independently and as part of a collaborative team.

• Experience working with international teams is a plus.

• A Bachelor’s degree in Accounting, Finance, or a related field is preferred.

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