Head of Finance Operations

Location: Remote (U.S.-based)
Reports to: Chief Operating and Technology Officer (COTO)
Works closely with: Controller, Executive Leadership

Position Overview

The Head of Finance Operations will lead and manage the full scope of Grassroots Grocery’s financial operations, combining strategic oversight with day-to-day execution. This role is both a builder and an operator—responsible for designing scalable financial systems while also owning essential accounting and compliance functions. The Director will oversee grant and government contract compliance, accounts payable and receivable, budgeting, reporting, and audit preparation.

This role reports to the Chief Operating and Technology Officer (COTO), who leads finance, technology, and operations across the organization. The Director will work closely with the COTO to align financial infrastructure with organizational strategy and ensure that financial systems support program delivery, fundraising, and long-term sustainability.

The Director will also work in close collaboration with the part-time Controller, who supports monthly close and ensures accurate general ledger management. As the most senior finance staff member on the internal team, the Director will serve as both the lead architect and day-to-day executor of financial operations.

Key Responsibilities

Process Innovation and Optimization

Design and implement financial processes that are efficient, scalable, and compliant with nonprofit and government requirements
Automate or systematize functions like expense tracking, reimbursements, and approvals
Document workflows and ensure process clarity across departments
Serve as the finance systems owner for tools like QuickBooks Online and Ramp

Grant Management and Compliance

Lead all financial aspects of grant management, including proposal budgets, fund allocation, spend tracking, and funder reporting
Track restricted and unrestricted funds and ensure appropriate use
Collaborate with program and development teams to align financial records with grant goals and compliance standards

Day-to-Day Accounting

Perform or oversee all core bookkeeping functions including categorization, coding, and reconciliations in QuickBooks Online
Manage accounts payable and accounts receivable, including timely processing of payments, invoices, reimbursements, and donor pledges
Maintain organized documentation for all financial activity, vendor records, and transaction support

Financial Reporting and Monthly Close

Coordinate monthly close in partnership with the Controller, including reconciliations, journal entries, and accruals
Produce timely and accurate internal reports, including income statements, balance sheets, and cash flow projections
Translate financial data into insights for the COTO, CEO, and Board

Budgeting, Forecasting, and Spend Management

Lead the annual budgeting process in coordination with leadership and department heads
Build multi-year financial forecasts and scenario plans using FP&A tools or equivalent models
Monitor budget performance, conduct variance analyses, and recommend corrective action
Maintain dashboards and planning models that support data-driven decision-making

Government Contracts and Audit

Manage financial tracking and reporting for all city, state, and federal contracts
Submit accurate and timely invoices and backup documentation for reimbursements
Lead the preparation for the annual audit and coordinate with external auditors and the Controller
Ensure timely preparation and submission of IRS Form 990

Financial Dashboards and Internal Visibility

Develop dashboards and tools that provide real-time insight into financial health, fundraising performance, and program efficiency
Build financial reports tailored to different audiences including department leads, executive staff, and Board members
Ensure consistency across data sources and systems used for financial reporting

Team Building and Future Delegation

Establish the foundation for future finance team growth, including workflows, documentation, and delegation models
Manage external vendors (e.g. payroll providers, audit firms) and explore the potential for hiring offshore or part-time support to handle transactional functions as the organization grows

Key Qualifications

Education

Bachelor’s degree in Accounting, Finance, or a related field
MSc/MBA or relevant certification (e.g. CFA/CPA) is a plus

Experience

Minimum 5 years of progressive experience in nonprofit financial operations, combining both strategy and hands-on execution
Experience managing the full accounting cycle including A/P, A/R, reconciliations, close, budgeting, and funder reporting
Familiarity with restricted funding, government contract compliance, and nonprofit GAAP (A plus)

Skills

Advanced proficiency in QuickBooks Online and Excel or Google Sheets
Experience with FP&A tools such as ReachReporting, or comparable platforms for budgeting, forecasting, and reporting
Strong communicator able to convey financial concepts to non-finance audiences
Highly organized, analytical, and detail-oriented with a systems-building mindset
Familiarity with tools like Ramp, FundraiseUp, HubSpot, or Salesforce is a plus

Head of Finance - Operations