Executive Operations & Finance Manager

Overview

We are seeking a dynamic, highly organized, financially minded Executive Operations & Finance Manager to oversee and streamline operational, administrative, financial, and property management functions across multiple businesses, investment properties, nonprofit operations, and personal entities.

This is not a basic bookkeeping role. This pivotal position is ideal for someone who thrives in fast-paced environments, takes ownership, solves problems independently, and can manage multiple moving parts with precision, urgency, and accountability.

The ideal candidate will bring strong operational leadership, financial organization, and proactive execution to ensure our businesses run efficiently, professionally, and in alignment with company goals.

Key Responsibilities

Financial Management & Administration

• Pay bills and manage financial organization across multiple companies and personal accounts
• Reconcile bank accounts, credit cards, and financial records
• Monitor cash flow, payment schedules, and operational expenses
• Manage accounts payable and receivable
• Prepare budgets, bookkeeping records, and financial reporting
• Work directly with CPAs, lenders, financial professionals, and vendors
• Monitor credit cards, rewards, interest exposure, and debt optimization opportunities
• Help improve systems, accountability, and financial organization

Property Management Operations

• Manage property management accounting, owner reports, escrow tracking, and rent records
• Record rents and reconcile accounts
• Coordinate late notices and tenant communication
• Manage open work orders and vendor follow-up
• Assist with monthly reporting and owner communication

Real Estate & Lending Coordination

• Coordinate mortgage applications from beginning to end
• Manage refinances, owner-finance transactions, and investment property closings
• Coordinate with lenders, title companies, insurance providers, and vendors
• Assist with transaction coordination for investment and personal real estate deals

Insurance & Asset Management

• Oversee insurance policies, renewals, claims, and payment tracking
• Shop and compare auto, health, and property insurance options
• Assist with automobile-related administration and logistics

Executive & Operational Support

• Coordinate travel, scheduling, meetings, and executive calendar management
• Oversee daily administrative and office operations
• Manage operational deadlines and follow-up
• Coordinate vendor relationships, contracts, and service providers
• Support event planning, organizational logistics, and operational execution
• Create structure, systems, and operational efficiency across businesses

Human Resources & Team Support

• Assist with onboarding, payroll coordination, and personnel organization
• Support administrative staff and operational team coordination
• Help improve accountability, training processes, and operational communication

Nonprofit Administration

• Assist with Malcolm’s Place financial administration and grant tracking
• Record rents, manage bills, and support reporting requirements

Requirements

• Prior bookkeeping, operations, or financial administration experience required
• Property management or real estate experience strongly preferred
• Experience with QuickBooks required
• Experience with AppFolio, Buildium, or similar systems preferred
• Strong organizational and multitasking skills
• Excellent communication and follow-through
• Ability to work independently and maintain confidentiality
• Strong attention to detail and problem-solving ability
• Experience managing vendors, schedules, and operational workflows preferred

Ideal Candidate Traits

• Takes ownership
• Highly organized
• Financially sharp
• Process-oriented
• Resourceful and proactive
• Calm under pressure
• Strong sense of urgency
• Comfortable managing multiple priorities simultaneously
• Strong leadership and operational mindset

This is a long-term opportunity with room for significant growth and increased responsibility for the right candidate.

To Apply:
Please submit your resume along with a brief summary of your relevant experience related to operations, bookkeeping, property management, executive support, or real estate coordination.

Pay: $35,000.00 - $50,000.00 per year

Work Location: Hybrid remote in Tampa, FL 33603