Heard Creative is a female-founded creative agency based in Rochester, NY that’s currently seeking a meticulous and dependable Agency Operations & Finance Analyst to join our team. Reporting directly to our Vice President of People and Business Operations, this role keeps the business side of our agency running smoothly. You’ll manage the finance and administrative work within the agency, including payroll, bookkeeping, timesheet review, and the month-end close, and you’ll help ensure the information behind our reporting is accurate. This role is a great fit for someone who is organized and thorough, takes pride in getting the details right, and enjoys finding ways to make our systems simpler and more reliable over time. For Heard, this role is essential to keeping us grounded in integrity and measured intent.
WHAT YOU’LL DO: PRIMARY RESPONSIBILITIES
- Month-End Close and Reporting: Own the month-end close process, audit company spending, and prepare monthly client reporting, productivity reports, and revenue and FTE tracking.
- Payroll and Bookkeeping: Process bi-weekly payroll, code and record expenses, and manage accounts payable and accounts receivable.
- Time Tracking and Wrike: Monitor daily time entries, review timesheets weekly for accuracy, and maintain internal projects, custom fields, and values in Wrike so our reporting data stays clean and consistent.
- People Operations: Coordinate recruiting and onboarding, maintain employee records and paperwork, and support leadership with benefits administration and compensation reporting.
- Analysis and Planning Support: Partner with leadership on revenue and capacity forecasting, salary research and pay band evaluation, and career path frameworks.
- Office and Team Support: Manage office and technology purchasing and setup, and help plan team events and celebrations.
- Rigorous Quality Control: Ensure accuracy across payroll, financial records, and reporting, while maintaining confidentiality and data security.
WHAT YOU’LL BRING: REQUIREMENTS & QUALIFICATIONS
Required
- Professional Experience: At least 2 to 3 years of experience in finance operations, including independently running payroll, accounts payable, accounts receivable, and month-end close using standard accounting software.
- People Experience: Prior experience working directly with employees or clients, such as HR, payroll, office management, or client service.
- Attention to Detail: A track record of accurate, well-organized work, from catching errors in financial records to keeping files and data consistent and spotting patterns in reports.
- Operational Mindset: Hands-on experience improving business operations or resource management, such as streamlining a process, tracking capacity, or making workflows more efficient.
- Soft Skills: High emotional and social intelligence, strong written and verbal communication, and sound judgment about when to escalate.
- Spreadsheet Skills: Proficiency in Google Sheets, including lookup formulas (VLOOKUP, XLOOKUP), SUMIFS, conditional formatting, and data validation.
- Technical Proficiency: Strong skills within Google Workspace (Gmail, Chat, Calendar, Sheets, Slides).
Preferred
- Agency Experience: Prior agency or professional services experience.
- HR Administration: Working knowledge of employee records, benefits, and onboarding.
- Project Management Tools: Experience in Wrike or similar project management platforms.
- Google Apps Script: Experience writing or editing Apps Script to automate tasks in Google Sheets.
- AI Tools: Hands-on experience using AI tools such as Claude in your daily work.
WHAT YOU’LL GET: COMPENSATION & ADDITIONAL DETAILS
- Annual Salary: $58,000 - $68,000 (Full-Time, Salaried). Please make sure your own salary requirements are within this range before applying.
- Extra Rewards: Potential for an annual bonus and performance-based spot bonuses throughout the year.
- Balanced Schedule: Standard 40-hour workweek, with flexibility centered around core hours.
- Remote Flexibility: We’re fully remote, but offer a beautiful office space in downtown Rochester, NY for our local employees to use as desired.
- Generous Paid Time Off: People-first PTO policies, including flexible holidays, floating PTO, agency-wide summer and winter breaks, additional holiday closings, and more.
- Thoughtful Benefits: Comprehensive health insurance (medical, dental, and vision, with a 100% employer-sponsored option), 100% employer-sponsored disability and life insurance, generous 401(k) match, and more.
OUR HIRING PROCESS
Finalists will be asked to complete a short skills exercise, designed to take about an hour, so we can see how you approach the kind of work this role involves.