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Director of Finance & Business Operations

Phoenix, AZ
JOB TITLE: Director of Finance & Business Operations, Phoenix AZ
REPORTS TO: Chief Financial & Operating Officer

POSITION OVERVIEW: The individual in this position is responsible to collaborate and oversight with the CFO on the Financial aspects of the company and the accompanying Business Operations activities and functions which support the daily operation of the business. Focus includes organization, planning, direction, reporting, project management, project and initiative oversight and direction and compliance.  For the success of this position, 3 specific areas of responsibility have been identified.

  • Month end, year end preparation and support
  • Forecasting
  • Multi-state Payroll oversight (25-60EE’s) and audit
  • Qtly tax filings reconciliations and out of state filing and payment audits (collaborate with the PR company who completes them)
  • Out of state worker tax structure set up for business license, withholdings, UI
  • Worker’s Compensation Insurance plan administration – renewals and annual Audits
  • Oversight and audit the AP and cost processes and activities
  • Investigate and resolve discrepancies in all expense accounts under tight deadlines
  • Identify any process and procedure inefficiency and collaborate on solution implementations
  • Vendor relations, service contracts renewals
  • Review necessary source documentation for accounting and operational financial transactions; file all documents in soft and hard copy folders
  • Review contracts for accounting adherence and ensure proper documentation is received and organized
  • Review data and maintain updated business expense schedules
  • Assist with the creation and needed changes of accounting policies and procedures
  • Serve as backup and support to any other needed accounting related functions
  • Assist with Business Insurance renewals (Crime/ GL/ E&O/ D&O/ EPL/ P&C/ etc.)
  • Oversight annual physical inventory and FA management processes and controls
  • Review benefits participant administration and audit bill reconciliations
  • Oversight and audit employee on/off boarding administration and compliance
  • Oversight and audit employee record keeping (soft and hard copy)
  • Oversight and audit coordination and updates on benefit portals when employees become/lose eligibility and updates of annual Open Enrollment
  • Ensure RTC HR compliance as well as compliance to any changing state/fed mandates
  • Assess HR policies and procedures and collaborate to make necessary improvements and implement efficiencies
  • Determine and administer Covid return to work strategies and compliance
  • 401k plan Administration, YE annual filings and audits
  • Recruit, onboard and train (when applicable) Business Operations personnel
  • Facilities management/ oversight
  • Contract administration and compliance
  • EAR/ITAR support administration and compliance
  • Functional support and compliance for Engineering Operations
  • Engineering program management fiscal/proforma assessment
  • Select IT projects oversight
  • Other accounting, finance, HR or business duties as needed and assigned

    • Bachelor’s degree in Accounting
    • 10+ Years relevant and proven work experience in a corporate environment in similar role with similar level of responsibilities
    • Knowledge of QuickBooks a big PLUS
    • 5+ Years relevant experience with Human Resource administration and compliance
    • Experience in writing and assessing Policies and Procedures for Accounting and HR
    • Knowledge of Evolution Payroll Software a PLUS
    • Intermediate user of MS Word, MS Outlook
    • Intermediate/Advanced user of MS Excel (pivot tables, linking, charting)
    • Strong attention to detail and high % of accuracy in work product
    • Strong analytical and judgement skills
    • Ability to work with minimal up-front guidance and take ownership of work product and follow through
    • Comfortable and well able to roll up sleeves be hands on
    • Ability to take initiative and collaborate with needed parties to get things resolved and accomplished
    • Ability to effectively and consistently prioritize multiple projects simultaneously in a deadline driven environment
    • Ability to be firm and professional; have strong follow-up ability with management, team members, clients, vendors
    • Strong ability to assess a situation, gather the facts, collaborate with necessary parties if needed, and present the solutions
    • Desires to constantly develop skills and able to research information to identify best solutions and options
    • Ability to take and give constructive feedback with compassion, kindness and openness
    • Able to motivate and support the team members when needed as well as help hold each other accountable
    • Able to express their concerns as well as their ideas and opinions
    • Uses professional verbal, written communication and interpersonal skills with a customer service focus
      • Individual knows how to put their thoughts in writing, appropriate email etiquette, obtain confirmation of intended message for/from their audience
      • Individual has comfort and ability to express themselves verbally
    • Ability to work effectively in a very collaborative team environment, this role will interface closely with the RTCo team members
    • Bring knowledge and creativity to the position as well as have the discipline to drive results and follow established processes
    • Dynamic thinker, identify risks, and create & implement solutions
    • Perseverance with assigned tasks and projects, stay focused with strong discipline

Real Time Companies is the parent company of Real Time Consulting which exists to partner outstanding engineering talent to support our clients’ success. Unsurpassed service is delivered to our clients by upholding responsibility, teamwork and quality. Our primary commitment is to help our clients. Since 1997, RTC has been protecting and enhancing lives with safe, reliable, innovative solutions, providing full life-cycle design, development and testing of embedded engineering systems and software solutions with Program Management and Consulting Services. Our employees average 20+ years of versatile and accomplished expertise to our clients, driving continuous innovation forward. Employee’s innovative and analytical ideas are cultivated while maintaining the big picture vision in a fast-paced, changing environment. Our corporate values are to Uphold Responsibility, Support People, Promote Teamwork and Deliver Quality!
Real Time Companies is searching for an individual who will succeed in a small, fast paced, constantly changing entrepreneurial environment.  You must like and thrive on wearing multiple hats in a diverse position. You must be extremely comfortable with changing focus and at working on multiple tasks/projects at the same time, but prioritizing focus regularly. You will have the chance to self direct your time and focus.  You will have the opportunity to learn and work in a collaborative, inclusive, fast paced business. 
You will serve as a key manager of the team and will become heavily relied upon as a key player on the team and in the business.  You will have the team who you will also be able to rely on. If you like managing many different projects and responsibilities, are energetic, like working with a team with a high degree of integrity, are reliable, produce highly accurate work with defined deadlines, are a go getter and like to take initiative (very important) and figure things out on your own, this role is the right fit for you! We have high standards but also expect you will have high standards for us.  When it comes to these areas of the job responsibility, you will operate as the right hand of the Chief Financial & Operating Officer, and take lead to make sure these areas run smoothly, timely, efficiently, with compliance and meets your and our high standards. You will contribute to our ability to move the company forward and expand our footprint in the market, while you’ll add many bullet points to your resume.
We offer you a small, highly productive, committed, inclusive and collaborative team, where every member is a highly focused contributor. We give you the trust and resources to perform your job accurately and on time and once your learning curve is completed, without micro-management. Only A players will love our environment. We offer 3 weeks PTO, 8 Holidays, Insurance Benefits =>Health 90%/ Dental 100%/ Vision 100%, 401K plan, flexible schedule, and professional office environment, with casual attire. We currently operate under Covid restrictions, under such restrictions we offer our employees the safety of virtual work structure.
DURING COVID = RTC determines Covid restrictions based on various factors. For this position, job training will occur virtually via MS Teams. This will take place through screen share video meetings, problem solving video meetings, staff video meetings; all our documents utilize secured shared server folders; IT will provide equipment necessary to do your work from your AZ home and will coordinate with you to set up the hardware and software properly.  Ongoing business work is currently performed remotely/virtually. RTC reviews our return to work strategy every few months.
To qualify for all positions with Real Time Companies, applicants must be legally authorized to work in the United States and should not require now, or in the future, sponsorship for employment visa status.  Please be aware that Real Time Companies does not sponsor employment-based visas.  Additionally, certain positions with Real Time Companies that involve work with government entities may have more restrictive employment status requirements, such as U.S. citizenship, based on security clearance requirements or other governmental requirements.  Real Time Companies is an Equal Opportunity Employer M/F/D/V.
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