Live Oak Audio Visual, Inc. Finance Manager Remote · Full time

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Amplifying Our Community Enhancing impact through uncomplicated audio-visual services since 1999.

Finance Manager

Reporting to: Integrator

Team(s): Finance / Leadership

Regular/Recurring Meetings Attended:

• Weekly Leadership Meeting (L10)
• Accounting L10
• Monthly meeting with external accounting firm
• Quarterly Off-Site Leadership Meetings
• Quarterly Conversations (1:1 w/ accounting clerk)
• Monthly Finance Review with CEO and Integrator

Key Responsibilities

LMA: Accounting clerk is developed, supported, performance standards are clear, and held accountable.

Financial Reporting & Compliance: All reports are accurate, timely, and compliant, including payroll, banking, and tax obligations. Leadership has the financial visibility they need to lead.

Budget Ownership: Departmental budgets are established, monitored, and communicated. Variances are identified and addressed proactively.

Cash Flow & Banking: Cash position is always known, forecasted, and managed. Banking relationships, account activity, and statement records are current and organized. No surprises.

Payroll: Payroll is processed accurately and on time, every period. Employee financial onboarding, including credit card setup, is handled smoothly and completely.

Vendor Management: Vendor relationships and contracts are organized, current, and financially optimized.

Live Oak AV Task Ownership List

Accounting Clerk Oversight & Team Development

• Conduct weekly 1:1s with accounting clerk to review AR/AP status, open items, and upcoming priorities.
• Set clear goals and Scorecard metrics for the accounting clerk seat tied to accuracy, timeliness, and process compliance.
• Deliver coaching, feedback, and structured growth plans to your direct report.
• Double check and QA the accuracy of accounting clerk work product and external accounting firm's outputs, such as transactions, classifications, invoices, and reports.
• Serve as escalation point for accounting clerk questions, discrepancies, and vendor disputes.
• Lead Quarterly Conversations (performance check-ins) and handle progressive discipline if needed.
• Attend and lead the monthly external accounting firm meeting; act on any flagged items before the next cycle and serve as Live Oak AV's primary point of contact with the external accounting firm.

Financial Reporting & Compliance

• Produce and deliver accurate monthly, quarterly, and annual financial reports (P&L, balance sheet, cash flow statement).
• Find, download, and file monthly/annual bank and account statements; maintain organized, audit-ready records at all times.
• Maintain all reporting in compliance with applicable federal, Washington State, and Seattle city requirements.
• Prepare financial summaries for Leadership L10s, Accounting L10s, Quarterly Planning sessions, and V/TO reviews.
• Track and report on job-level financial performance, labor, equipment, and subrental costs by event.

Payroll

• Own end-to-end payroll processing, delivering accurate, on-time results every pay period.
• Maintain payroll compliance with Washington State and Seattle city wage and labor requirements.
• Manage payroll records and coordinate with the accounting clerk on payroll journal entries and reconciliation.
• Handle employee financial onboarding for new hires, including credit card setup, account access, and any payroll system enrollment.
• Oversee the employee credit card program issuance, spending limits, policy compliance, and monthly reconciliation.

Banking & Cash Management

• Find, download, and archive monthly and annual statements across all accounts on a set schedule.
• Maintain clear, current visibility into cash position at all times.
• Coordinate AR collections and AP payment timing to maximize cash flow.
• Flag cash concerns or opportunities to the Integrator proactively, no surprises.
• Coordinate with the accounting clerk on invoice creation, follow-up, and change order management.

Budget & Forecasting

• Own the annual budgeting process in collaboration with the Integrator and department leads.
• Monitor actuals vs. budget monthly; surface variances and recommend corrective action.
• Provide forward-looking cash flow forecasts with attention to event-production seasonality.
• Support financial modeling for new hires, capital investments, and growth decisions.
• Contribute financial insights to Quarterly and Annual goals planning.

Vendor & Contract Management

• Maintain organized records of all vendor contracts, payment terms, and renewal dates.
• Negotiate favorable terms where appropriate; flag unfavorable or expiring terms for review.
• Approve vendor invoices within established budget parameters.
• Coordinate with Operations on subrental vendor invoices and event-level cost tracking.

Systems & Process

• Own and maintain the company accounting software (QuickBooks or equivalent).
• Own the Accounting L10; prepare agenda, track issues, and drive resolution between cycles.
• Own documentation of core financial processes and hold the team accountable to FBA (Followed by All).
• Identify gaps in financial systems and lead initiatives to close them.
• Support evaluation and implementation of ERP or upgraded financial tools as Live Oak AV scales.

Decision Authority

The Finance Manager has final decision authority on:

• Approval of vendor invoices and payment releases within established budget parameters
• Accounting clerk performance management, including progressive discipline and growth plans
• Financial reporting format, cadence, and distribution
• Accounting system configuration and core process documentation
• Day-to-day cash management decisions within Integrator/CEO-approved parameters

Knowledge, Skills, and Abilities

• Minimum 5 years of finance or accounting experience, including at least 3 years in a Finance Manager or equivalent leadership role.
• Required: Experience in live event production, audio visual services, or project-based/job-cost accounting. You understand how labor, equipment, and subrentals roll up to event-level margins.
• Required: Proficiency in QuickBooks Online. Ability to configure, maintain, and train others on the system.
• Small business finance background is required; you are comfortable being the finance leader, not just a member of a larger team.
• Strong working knowledge of Washington State and Seattle city labor, tax, and reporting requirements.
• Excellent communication skills, you can present financial data clearly to non-financial leaders.
• High attention to detail with ability to manage multiple deadlines simultaneously.
• Demonstrated familiarity with the Simple Numbers financial and valuation strategies.
• Familiarity with HubSpot and/or LASSO is a plus.
• Schedule: Primarily Monday–Friday, standard business hours (Pacific Time), with flexibility during period close.
• Ability to sit for extended periods and work comfortably in a home office environment.