Business Operations & Finance Manager Executive Support to the

CEO Location:

Whippany, NJ (Hybrid - 2 days onsite)

Position Type:

Exempt Compensation:

$85,000 - $100,000 commensurate with experience MTP is seeking an experienced, highly organized Business Operations & Finance Manager to oversee key financial and administrative functions while working directly with the President & CEO. This is a hands-on role designed for someone who can manage the day-to-day financial and administrative details of the business while also helping improve processes, maintain accountability, and support the continued growth of the company. The position will have responsibility for accounts payable, accounts receivable, customer invoicing, quoting, purchasing, vendor coordination, financial reporting, and executive support. The ideal candidate is comfortable moving between detailed transactional work and higher-level operational responsibilities. One moment may involve reviewing an invoice or preparing a customer quote, while the next may involve working directly with the CEO on financial reporting, a customer issue, vendor negotiation, or strategic initiative. Key Responsibilities

• Financial Operations o Manage accounts payable and accounts receivable.

o Maintain accurate and timely customer invoicing. o Monitor outstanding receivables and coordinate collection efforts. o Review vendor invoices and ensure accuracy before payment. o Manage company credit card and expense reconciliation. o Assist with bank and account reconciliations. o Coordinate with the company's outside accounting and tax professionals. o Assist with month-end financial reporting. o Review financial information for accuracy and identify discrepancies. o Help develop and maintain budgets, forecasts, and cash-flow reporting. o Provide management with visibility into receivables, payables, expenses, and other key financial metrics.

• Quoting, Purchasing & Sales Administration o Prepare and manage customer quotes and proposals.

o Obtain and validate pricing from distributors and manufacturers. o Coordinate purchasing for customer projects and internal requirements. o Process purchase orders and track orders through delivery. o Coordinate vendor registrations, deal registrations, and special pricing. o Maintain accurate cost, margin, and sales information. o Ensure approved quotes transition properly into purchasing and invoicing. o Track project-related hardware, software, licensing, and professional services for accurate billing. o Identify discrepancies between quoted, purchased, delivered, and invoiced items.

• Customer Billing & Revenue Management o Manage recurring and project-based customer billing.

o Review recurring agreements for billing accuracy. o Track customer purchase orders and billing requirements. o Coordinate contract renewals and recurring service changes. o Work with operations and technical teams to ensure completed work is invoiced promptly. o Help identify missed or delayed billing opportunities. o Maintain organized documentation supporting customer invoices and contracts.

• Business Operations o Develop and improve administrative and financial workflows.

o Create processes that reduce manual work and improve accuracy. o Maintain organized vendor, customer, contract, and financial records. o Assist management with operational reporting and analysis. o Coordinate activities between sales, operations, accounting, vendors, and customers. o Help identify opportunities to improve efficiency, profitability, and accountability throughout the organization. o Assist with employee onboarding and other administrative HR functions as needed.

• Executive Support o Work directly with the President & CEO to help manage business priorities and reduce the administrative workload associated with running and growing the company.

o Responsibilities may include:

o Calendar and meeting coordination. o Preparing reports, correspondence, and meeting materials. o Following up on action items with employees, customers, and vendors. o Organizing contracts and important business documentation. o Coordinating travel and meetings. o Assisting with customer and vendor communications. o Researching vendors, products, pricing, and business opportunities. o Maintaining confidentiality regarding financial, employee, customer, and strategic company information. o Supporting special projects and strategic initiatives. o Helping ensure important issues and commitments do not fall through the cracks. o This position is intended to become a trusted resource to the CEO and management team, not simply an administrative assistant. Qualifications Required

• 5+ years of experience in accounting, finance, business operations, or a similar role.
• Strong working knowledge of accounts payable and accounts receivable.
• Experience with customer invoicing and financial reconciliation.
• Strong QuickBooks Online experience.
• Excellent Microsoft Excel and Microsoft 365 skills.
• Strong analytical and problem-solving abilities.
• Excellent organizational and time-management skills.
• Ability to manage multiple priorities independently.
• Strong written and verbal communication skills.
• High level of professionalism, discretion, and confidentiality.
• Comfortable working directly with senior leadership. Preferred
• Experience managing or improving financial and operational processes.
• Experience preparing budgets, forecasts, P&Ls, or management reports.
• Experience with purchasing and vendor management.
• Experience working with distributors or manufacturers.
• Experience with CRM, PSA, ERP, or professional-services management platforms.
• Experience in technology, managed services, professional services, or another project- and service-oriented business.
• Experience using AI and automation tools to improve business processes.

The Right Person We're looking for someone who sees the bigger picture while still paying attention to the details. You should be comfortable taking ownership of an issue rather than simply passing it along. If an invoice doesn't look right, you'll investigate it. If a customer hasn't been billed, you'll determine why. If a quote is missing information, you'll get what is needed. If a process is inefficient, you'll look for a better way to do it. The successful candidate will be proactive, resourceful, financially minded, and comfortable working in an entrepreneurial environment where responsibilities sometimes extend beyond a traditional job description. What Success Looks Like Within the first several months, the successful candidate should be able to:

• Take ownership of AP and AR.
• Manage customer invoicing accurately and on time.
• Take primary responsibility for customer quoting and purchasing coordination.
• Improve visibility into outstanding receivables and upcoming payables.
• Establish controls to reduce missed or inaccurate billing.
• Improve the flow of information between sales, operations, purchasing, and accounting.
• Take meaningful administrative responsibilities off the CEO's plate.
• Identify and implement opportunities to streamline company processes.
• Become a trusted operational resource for both the CEO and the management team.

Growth Opportunity MTP is growing, and this position has the opportunity to grow with the company. For the right individual, the role can expand beyond accounting and administration into broader responsibility for business operations, financial management, process improvement, and strategic initiatives. Benefits Offered MTP offers a competitive benefits package for eligible employees, including medical, dental, and vision coverage, retirement savings options with company contribution or match, paid time off, company holidays, and opportunities for professional development. MTP also supports continued learning and growth through certification and training incentive programs for applicable roles. About MTP MTP provides managed IT services, network infrastructure, cybersecurity, cloud solutions, disaster recovery planning, and strategic technology consulting for small and mid-sized businesses. Our mission is to deliver reliable, secure, and responsive technology solutions that help our clients succeed . MTP is an Equal Opportunity Employer. We are committed to providing a workplace free of discrimination and harassment. Employment decisions are based on qualifications, merit, performance, and business needs. We do not discriminate on the basis of race, color, religion, sex, pregnancy, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, veteran status, marital status, or any other characteristic protected by federal, state, or local law. We are dedicated to fostering an inclusive environment that reflects our values of professionalism, integrity, and respect.

Pay:

$85,000.00 - $100,000.00 per year

Benefits:

401(k) matching Dental insurance Disability insurance Health insurance Paid time off Vision insurance

Work Location:

In person