SERVICE BY MEDALLION INC Hiring for FINANCE OPERATIONS MANAGER Job at Mountain View, CA Full Time

About Us:
Minority owned and operated, we are committed to serving our customers, our teams, and our communities through comprehensive and innovative building maintenance services. We are unwavering with our Service standards, motivated by technology and innovation, genuinely committed to sustainability, inspired by our family of team members, involved in the communities we serve, and proud of our industry awards and recognition.
Join our Service by Medallion family now!

Position Summary:
The Finance Operations Manager (FOM) reports directly to the Service by Medallion Vice President of Finance (VPF); however, will also work very closely with the Medallion Operations Team (specifically the Regional Vice-President (RVP)) and Controller to ensure all billing related matters for key client accounts are appropriately managed. In addition to the internal Operations Team, the FOM works directly on the client-side to maintain an open, regular and productive flow of communication back and forth with the client. This position administers and is held accountable for the daily, weekly, monthly, quarterly, and annual financial operations of the client portfolio. This role is responsible for the full life-cycle of the financial routines assigned and required by the portfolio of business. This position ensures that all transactions related to accounting and finance, budgeting, QBR prep, and other related business processes flow smoothly and adhere to Medallion company standards as well as to local, state and federal regulations.

Essential duties include, but are not limited to:

• Prepare monthly fixed billing documents for client portfolio. Ensure invoices are validated against the contract billing amount on file. Submit monthly fixed billing packet NLT the first week of each month (for current month).

• Responsible for establishing, coordinating, and maintaining client POs. Ensure POs are issued in a timely manner and appear on their corresponding invoice prior to submittal to the client for payment and listed in comments on aging reports.

• Research all financial statements/documents for any payment billing or payment inconsistencies or errors and provide appropriate actions to correct.

• Input billing and payment history to streamline client related finance project requests.

• Conduct monthly audits on fixed and cost-plus billing procedures to ensure Medallion billing values are aligned with client contractual and agreement values. Provide actions to address any issues found during the audit period.

• Prepare the financial portion of client QBRs; first draft due 30 days prior to the scheduled date of QBR.

• Establish, maintain, and audit the supply budgets for client sites, ensure Medallion Ops Teams receives spend data to control supply budget performance.

• Maintain Job Budget Sheets (JBS) for client portfolio. JBS to be updated when the labor, costs or billing change. Perform monthly review of JBS to P&L performance.

• Work with VPF and RVP to create and manage client annual budgets, Union increases and company profitability goals in coordination with corporate guidelines.

• Execute payroll audits (may include conducting controlled payouts to cross-check for pay issues).

• Collaborate and ensure a solid and productive line of communication exists between the Medallion Finance Department and the clients finance team. Ensure a prompt, thorough, and appropriate response for any questions, issues, or errors. Schedule monthly meetings with the clients finance team to review missed payment deadlines (defining an action plan for payment).

• Promptly respond to Medallion and client requests as soon as possible, even if only a placeholder response. A more complete response is expected within 24-48 hours.

• Maintain and cultivate a responsive and customer-centric culture with the Medallion Ops Team and Client Finance Team.

• Create and maintain a database to monitor and calculate key trend data (i.e. categorization of WO spend-types, WO dollar amounts, labor hour trends by job number and/or parent number). Utilize data and trend analysis to provide departmental solutions and process efficiencies.

• Where appropriate and necessary, determine and provide departmental Best Practices to the client experience.

• Take an active role in proactively identifying issues, exceptions, or errors and work to develop appropriate actions to address.

• In the future, this position may be assigned direct reports (i.e. Billing Specialist and/or KPI Analyst) wherein this role will be accountable for their responsibilities, performance, and deliverables.

• Develop and present training, as needed, to all appropriate employees.

• Partner closely with Regional Vice-President on any issue(s) where appropriate assistance is needed.

• Collaborate with team members on a variety of projects, which may be outside of operations on an as needed basis.

• Attend company trainings and functions, including company social events, as necessary.

• Perform other related duties or projects, as assigned.

Program Quality Standards:

• Communicate and partner effectively with other Medallion Departments.

• Coach Operational Team verbally and in writing to ensure financial protocols and GAAP compliance are followed.

• Proactively perform audits on key performance indicators within the Finance department.

• Ensure deficiencies are reported immediately and work closely with VPF and RVP to resolve (as needed).

• Ensure compliance with all Service by Medallion policies and protocols.

• Develop and implement Best Practices to the client experience.

Job Requirements:

• Available to visit multiple customer sites in person as needed.

• Available to participate at customer events and site walkthrough as needed.

• Basic math, bookkeeping and accounting skills.

• Excellent communication, writing, speaking, and active listening skills.

• Exceptional organizational, time management, and prioritization skills.

• Dependable and self-directed.

• In-depth knowledge of Janitorial and Maintenance industry (a plus).

• Positive, can-do attitude (team player).

• Computer skills (Microsoft Office, NetSuite, Account Management Software, etc.)

• Ability to be discreet and maintain the security and confidence of the client and company.

• Background check, E-VERIFY required.