Accounting & Finance Manager

Purpose

The Accounting & Finance Manager is the financial backbone of Kwartler Manus. This role owns the full spectrum of the firm’s financial operations — from day-to-day bookkeeping and payroll administration to vendor management, insurance oversight, and compliance coordination. Working closely with the Partner and external CPA, this individual ensures the firm’s finances are accurate, well-organized, and strategically positioned for continued growth.

Key Responsibilities

General Accounting & Bookkeeping

• Process online and check deposits daily; post all cash receipts to the firm’s accounting and practice management software
• Manage the full accounts payable cycle — vendor setup, W-9 requests, invoice review, categorization, and approval
• Process employee reimbursables and cash distributions
• Upload, reconcile, and categorize all credit card transactions monthly
• Perform monthly bank reconciliations, general ledger closing, prepaid expense tracking, and depreciation and fixed asset management
• Track available funds and client trust/settlement deposits; manage ACH payment processing and purchase order creation in compliance with IOLTA rules
• Monitor cash flow daily; prepare monthly cash flow reporting in partnership with the firm’s financial consultant
• Coordinate with CPA on tax review, compliance, and year-end planning
• Support annual budget preparation and year-end profit projection
• Own and accurately and timely the distribution of client settlement funds, case costs and fees earned by the firm.
• Track referrals fees

Payroll & Benefits Administration

• Process bi-monthly payroll accurately and on time; manage all payroll postings
• Administer health benefits and 401(k) enrollment; ensure deductions are correct each pay period
• Track and reconcile all employee PTO, vacation, and sick time against payroll records monthly
• Maintain and audit payroll records; manage annual salary adjustment processing (December–February)
• Prepare, manage, and file 1099s; coordinate year-end tax planning with CPA and HR consultant
• File quarterly New Jersey and Philadelphia sales tax returns and maintain compliance with state and local business requirements

Vendor Management & Insurance

• Manage payments and relationships for infrastructure vendors including telecommunications, IT support, court filing services, legal software platforms, and other operational vendors
• Oversee annual insurance renewals — health, professional liability (malpractice), cyber liability, general liability, and line of credit
• Review monthly consultant invoices; support vendor contract administration in partnership with CEO.
• Handle purchase order creation and statement analysis for service vendors
• Maintain business registration renewals across all firm entities in New Jersey and Pennsylvania

Profitability and Business Impact

Serve as a financial business partner to firm leadership by using accurate, timely financial information to identify opportunities to increase revenue, reduce unnecessary expenses, improve cash flow, and strengthen overall profitability. Monitor key financial and operating metrics, including revenue, expenses, marketing ROI, staffing costs, case economics, and cash collections. Identify revenue leakage, waste, inefficiencies, and opportunities for cost savings, and provide actionable analysis to support budgeting, hiring, vendor management, marketing investments, and other operating decisions. Develop clear financial reports and recommendations that help leadership make informed decisions and maximize the firm's financial performance.

Annual & Quarterly Calendar

• Quarterly: sales tax filings; retainer and trust liability review and reconciliation
• January: 1099 preparation, management, and filing
• February–March: Annual salary adjustment, bonus, and promotional increase coordination
• February–April: Tax-planning coordination with CPA and external accountants
• December: Salary and title updates; billing rate review
• Annually: 401(k) plan administration and testing; professional liability insurance renewal; line of credit renewal

Qualifications

• 5+ years of experience in financial management or accounting — ideally within a law firm, professional services, or other regulated environment
• Bachelor’s degree in Accounting, Finance, Business, or a related field preferred
• Demonstrated ability to manage complex, multi-matter billing cycles and trust accounting with precision
• Familiarity with IOLTA trust account rules and legal accounting compliance strongly preferred
• CPA
• Strong proficiency in accounting and legal practice management software; experience with QuickBooks, Litify, or comparable platforms welcome
• Prior experience in a law firm or similarly high-stakes, client-focused environment strongly preferred

Perks and Benefits

• Comprehensive health and dental insurance, we cover 100% of the base plan for our full-time employees.
• 401(k) with up to 3% salary match from Kwartler Manus
• Generous PTO package to ensure a balanced life outside of work
• Competitive parental leave benefits for new parents and caregivers

• Mentorship Programs: Guidance for professional growth from tenured employees.
• Career Pathways: Offering extensive growth opportunities for team members
• Work-Life Balance: We respect your time and personal commitments.
• Team Events: Enjoy team lunches and annual company BBQs.

Kwartler Manus is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, or veteran status.

We encourage individuals of all backgrounds and experiences to apply, and we are dedicated to fostering a workplace that reflects the diversity of our community.

Compensation: $100,000.00 - $130,000.00

Classification: full-time, salary, exempt