Why this role exists
Nikaxu needs a calm, consistent owner for day-to-day finance operations so invoices, receipts, vendor bills, and client billing run on a predictable cadence (not last-minute urgency). This role keeps AP/AR clean and ensures smooth coordination with our external accountant, giving the VP of Business Operations confidence in the numbers and space to focus on marketing and partnerships.
Key Responsibilities
- Accounts Payable (AP) & vendor management: collect/validate vendor invoices (incl. Harvest hours where relevant), obtain approvals, maintain vendor records/renewals, and run a weekly AP cadence (due/approved/paid/blocked).
- Payment run coordination: prepare weekly/biweekly payment run list; ensure approvals are captured; follow through so payment documentation is complete.
- Employee expenses (intake support): ensure receipts are submitted and complete; follow up on missing documentation; support accurate categorization/attachments.
- Client invoicing & Accounts Receivable (AR): manage billing cycle, validate timesheets/rates/codes, and conduct light AR follow-up.
- Accountant coordination & month-end readiness: act as operational point of contact, resolve questions/discrepancies, and provide a consistent month-end package (AP/AR completeness, receipts status, coding context, reconciliation notes).
- Operating rhythm & planning support: help refine finance workflows/checklists and maintain visibility on upcoming commitments to support budgeting/forecasting (FY27).
- Payroll input validation (scoped support): validate overtime/profit-sharing inputs, track changes (hires/updates/deductions), and spot-check payroll outputs (accountant processes payroll).
Outcomes (What success looks like)
- Predictable AP: no late payments or surprise bills; approvals and documentation are complete and traceable.
- Clean records: Financial systems are accurate, audit-ready, and easy to navigate (minimal miscoding/missing info).
- On-time, accurate billing: invoices go out on schedule and are correct the first time.
- Clear AR visibility: outstanding invoices are tracked, follow-ups happen promptly, and risks are flagged early.
- Smooth month-end: accountant has what they need without chasing; close becomes more consistent each cycle.
- Leadership confidence: The management team has reliable, simple visibility into what’s due, what’s paid, and what’s coming.
Key Relationships
- VP of Business Operations (internal): approvals, weekly AP/AR visibility, priorities, and decision support.
- External Accountant (primary partner): invoice handoff, bookkeeping coordination, month-end package, issue resolution, payroll processing support.
- Employees (internal): expense receipt submission/completeness and clarifications.
- Vendors: invoice accuracy, payment details, documentation, renewals/contract tracking.
- Clients (billing contacts): invoice delivery, billing questions, confirmation of receipt, AR follow-up.