Finance & Operations Manager (Finance, Systems & Office Operations)

About this role

Finance & Operations Manager (Finance, Systems & Office Operations)
5W Public Relations | New York, NY

Salary Range: $105K–$130K
This is a hybrid role based in our New York office, with 4 days per week in office.
Must Have Experience: Budgeting, Contracts and CRM/Systems

The Role
We are seeking a Finance & Operations Manager to play a pivotal role in driving efficiency, structure, and excellence across 5W’s Finance, Systems, and Office Operations. This role bridges strategic business operations with day-to-day office management, ensuring our systems, vendors, and workplace support a fast-moving agency serving clients across consumer, corporate, technology, and more.

The ideal candidate is highly organized, analytical, and proactive — equally comfortable managing financial workflows, optimizing CRM and resource systems, and maintaining a collaborative, well-run office environment.

Key Responsibilities

Finance & Vendor Support

• Manage vendor relationships, contracts, and renewals to ensure cost-effectiveness and compliance.

• Partner with the Finance team to track expenses, budgets, and vendor payments.

• Monitor and report on vendor performance and identify cost-saving opportunities.

• Lead internal initiatives such as system migrations, process rollouts, or operational improvement projects.

Staff Utilization & Resource Planning

• Track and analyze staff utilization and billable time across client accounts to ensure effective resource allocation.

• Collaborate with practice and department leads to forecast staffing needs and balance workloads across client teams.

• Develop and maintain reports on capacity, utilization, and operational efficiency.

CRM & Systems Management

• Oversee day-to-day administration and optimization of the agency’s CRM system.

• Ensure accurate data entry, reporting integrity, and user adoption of best practices.

• Identify automation opportunities and enhance dashboards for real-time business insights.

• Create and maintain reports on revenue, utilization, and client spend to inform leadership decisions.

Office Operations & Administration

• Oversee the smooth day-to-day operations of our New York office, ensuring a well-functioning and welcoming environment for staff, clients, and visitors.

• Manage office supplies, equipment, and vendor services, including maintenance and repairs.

• Serve as the main point of contact for office-related requests, visitors, and administrative needs.

• Support internal meetings, client meetings, and agency events, including setup, technology coordination, and logistics.

Employee Experience & Support

• Partner with People/HR to onboard new hires from an office and systems standpoint (equipment, workspace, access, orientation).

• Foster a positive, productive, and inclusive office culture through thoughtful coordination of internal communications, wellness programs, and team activities.

• Ensure employees have the tools and resources needed for success.

IT & Systems Oversight

• Oversee IT requests, troubleshooting, and vendor coordination.

• Manage company hardware, software, and technology subscriptions/licenses.

• Ensure proper setup of computers, printers, phones, and other technology for new hires.

• Partner with IT support to maintain smooth technology operations across the agency.

Operational Efficiency & Compliance

• Partner with leadership to refine workflows, policies, and cross-departmental processes.

• Maintain compliance with safety, security, and workplace policies.

• Develop and track operational KPIs to measure performance and efficiency.

• Support Finance and Operations leadership with special projects and strategic initiatives.

Qualifications

• 5+ years of experience in business operations, finance support, or office management; PR, communications, or creative agency experience strongly preferred.

• Strong understanding of vendor management, contracts, and budgeting.

• Experience with CRM platforms (e.g., NetSuite, Salesforce, or HubSpot).

• Familiarity with agency metrics such as billable utilization and client profitability a plus.

• Proficiency with Excel/Google Sheets and reporting tools; project management tools (e.g., Monday.com or Asana) a plus.

• Excellent organizational, analytical, and communication skills.

• Ability to balance strategic operations with hands-on office and administrative management.

• Highly detail-oriented with the ability to manage multiple priorities and deliver results in a fast-paced agency environment.

Why you'll love working here:

• Competitive salary with comprehensive benefits & wellness programs including partnership with ClassPass!

• Flexible PTO

• Summer Fridays and Winter, Spring, and Fall Fridays too!

• Hybrid work model offering flexibility and work-life balance

• Expanded parental leave and family planning support

• Continuous learning through “5W University” and development initiatives

• Student Loan Reimbursement

• Professional Development Support

• Exclusive access to season tickets for pro sports teams along with Broadway shows, and more!

• Charitable giving, including matching donations

#LI-Hybrid

Where an employee or prospective employee is paid within this range will depend on, among other factors, actual ranges for current/former employees in the subject position; market considerations; budgetary considerations; tenure and standing with the company (applicable to current employees); as well as the employee’s/applicant’s background, pertinent experience, and qualifications

NYC Salary Range
$105,000—$130,000 USD