Finance & Operations Manager

Mission

The Finance & Operations Manager plays an important role in supporting the financial health, day-to-day operations, and long-term stability of the YWCA of Asheville. Reporting to the Chief Financial Officer, this position combines hands-on financial management with responsibility for administrative, facility, vendor, and operational systems.

The Finance & Operations Manager ensures that financial and operational processes are accurate, efficient, well-documented, and in line with organizational policies. This position works closely with the CFO, CEO, program leaders, facilities staff, vendors, and other internal stakeholders to strengthen systems, control costs, improve accountability, and support quality service delivery.

The ideal candidate is a highly organized, problem-solving professional who is comfortable working across financial analysis, administrative processes, vendor management, facilities coordination, and operational problem-solving. This role requires strong attention to detail, good judgment, discretion, and the ability to turn financial information into practical operational decisions.

The Finance & Operations Manager will contribute to the YWCA's mission to eliminate racism, empower women, and strengthen communities by helping ensure that organizational resources are managed well and that internal operations effectively support mission-driven programs and services.

Essential Duties & Responsibilities

Financial Management & Accounting

• Support the CFO in keeping accurate and up-to-date financial records
• Assist with monthly, quarterly, and annual financial close processes
• Review financial transactions for accuracy, proper coding, supporting documentation, and compliance with organizational policies
• Oversee or assist with accounts payable and accounts receivable processes
• Review vendor invoices and make sure proper approvals are obtained before payment
• Reconcile selected balance sheet accounts, bank accounts, credit cards, and other financial accounts
• Assist with preparation of monthly financial statements and management reports
• Monitor departmental and program budgets and flag significant variances
• Work with department leaders to understand budget-to-actual variances as needed
• Maintain schedules for prepaid expenses, fixed assets, deposits, and other financial accounts as assigned
• Assist with grant and restricted-fund allocations
• Support annual audit and tax preparation activities
• Keep proper financial documentation and records
• Assist with payroll approvals alongside leadership

Budget Management & Financial Analysis

• Assist the CFO with development and monitoring of the annual organizational budget
• Maintain departmental budget files and supporting documentation
• Provide managers with the financial information they need to make informed operational decisions
• Support analysis of program profitability, cost recovery, subsidies, and pricing
• Help departments understand the financial impact of operational decisions

Operations Management

• Coordinate and improve administrative processes across the organization
• Develop, document, and maintain standard operating procedures for financial and operational functions
• Identify opportunities to streamline workflows, reduce duplication, and improve efficiency
• Monitor compliance with organizational policies and procedures
• Serve as a resource to department leaders on administrative and operational processes
• Coordinate cross-departmental operational projects as assigned
• Develop systems for tracking organizational contracts, licenses, permits, renewals, and other administrative requirements
• Keep organized records and documentation related to organizational operations

Vendor & Contract Management

• Maintain a centralized vendor and contract tracking system
• Coordinate vendor onboarding and required documentation
• Monitor contract terms, renewal dates, insurance requirements, and compliance documentation
• Assist with vendor negotiations and purchasing processes
• Obtain and evaluate vendor quotes when appropriate
• Monitor vendor performance, service levels, and costs
• Identify opportunities for cost savings and better purchasing practices
• Ensure vendors follow required YWCA policies and procedures
• Coordinate with the CFO and leadership on contract renewals and significant vendor commitments

Facilities & Building Operations Support

• Work closely with facilities leadership to monitor operational needs and expenses
• Assist with tracking building maintenance, repairs, service contracts, utilities, and other facility-related costs
• Maintain a schedule of preventive maintenance and major facility expenditures
• Assist with capital project financial tracking and reporting
• Monitor facility-related invoices and make sure proper coding and approvals are in place
• Support financial analysis of major repairs, maintenance projects, and capital investments
• Assist in coordinating vendors for building services, maintenance, security, cleaning, landscaping, and other facility needs
• Identify opportunities to reduce utility, maintenance, and operating costs
• Keep documentation related to facility contracts, warranties, inspections, and service agreements

Purchasing & Expense Management

• Coordinate organizational purchasing processes and make sure they follow purchasing policies
• Establish and maintain purchasing procedures that promote accountability and cost effectiveness
• Monitor organizational purchasing activity and flag unusual or excessive spending
• Assist with purchasing negotiations and preferred vendor arrangements
• Keep purchasing records and documentation
• Support responsible use of organizational credit cards and other payment methods
• Assist with periodic review of recurring expenses and subscriptions
• Identify opportunities to cut unnecessary expenses and improve purchasing efficiency

Internal Controls & Risk Management

• Assist the CFO in keeping strong internal financial controls
• Monitor adherence to separation-of-duties requirements
• Review financial and operational processes for potential risks or weaknesses
• Recommend improvements to internal controls and procedures
• Make sure proper documentation exists for financial transactions
• Monitor organizational compliance with financial policies
• Assist with insurance, certificates of insurance, and other operational risk-management documentation as assigned

Systems & Technology

• Serve as an internal resource for financial and operational systems
• Assist with administration and optimization of QuickBooks Online and related financial systems
• Develop and maintain financial and operational spreadsheets, dashboards, and tracking tools
• Assist with system implementation, upgrades, and integrations
• Identify opportunities to automate manual processes
• Keep accurate electronic and physical records

Leadership & Cross-Department Collaboration

• Partner with program and department leaders to strengthen financial and operational performance
• Provide responsive and professional customer service to internal stakeholders
• Translate financial policies and procedures into clear, practical guidance for staff
• Participate in leadership and cross-functional meetings as appropriate
• Support organizational initiatives and special projects
• Promote a culture of accountability, financial responsibility, collaboration, and continuous improvement
• Model the YWCA's values and commitment to equity, inclusion, and community impact

Key Performance Areas

Success in this position will be measured by:

• Financial Accuracy: Accurate, timely, and well-supported financial transactions and reports
• Operational Efficiency: Improved processes, reduced administrative burden, and stronger internal systems
• Budget Accountability: Timely identification and communication of budget variances
• Cost Management: Identification and implementation of meaningful cost-saving opportunities
• Vendor Management: Well-managed contracts, vendors, renewals, and purchasing processes
• Internal Controls: Consistent compliance with financial and operational policies
• Facilities Financial Oversight: Accurate tracking of facility expenses, contracts, and capital projects
• Reporting: Clear, useful financial and operational information for leadership
• Customer Service: Responsive and collaborative support to internal departments
• Continuous Improvement: Regular identification and implementation of better ways to work

Required Qualifications

• Bachelor's degree in accounting, finance, business administration, operations management, or related field
• 3–5 years of increasingly responsible experience in finance, accounting, operations, nonprofit administration, or a related field
• Strong understanding of accounting principles and financial management
• Experience with accounts payable, accounts receivable, reconciliations, budgeting, and financial reporting
• Strong Excel/Google Sheets skills
• Experience with accounting software; QuickBooks Online experience strongly preferred
• Strong organizational and project-management skills
• Ability to manage multiple priorities and deadlines
• Excellent written and verbal communication skills
• Strong analytical and problem-solving abilities
• High level of integrity and discretion when handling confidential financial information
• Ability to work effectively with individuals across different departments and levels of the organization

Preferred Qualifications

• Nonprofit finance or operations experience
• Experience with restricted funds and grant accounting
• Experience managing vendors and contracts
• Experience with facilities or property operations
• Experience developing budgets and financial models
• Experience creating dashboards or management reports
• Experience implementing or improving organizational systems and processes
• Knowledge of nonprofit accounting principles and compliance requirements

Core Competencies

• Financial Acumen: Understands financial information and can translate it into meaningful operational decisions
• Operational Excellence: Creates organized, efficient systems and follows through on details
• Analytical Thinking: Identifies trends, problems, risks, and opportunities and develops practical solutions
• Accountability: Takes ownership of responsibilities and ensures commitments are completed accurately and on time
• Communication: Communicates financial and operational information clearly to both financial and non-financial audiences
• Collaboration: Builds effective working relationships across departments and levels of the organization
• Continuous Improvement: Looks for ways to improve systems, reduce costs, eliminate inefficiencies, and strengthen organizational performance
• Mission Alignment: Demonstrates commitment to the YWCA's mission, values, and commitment to equity and social justice

Physical & Work Environment

This position is primarily performed in an office environment but may require regular movement throughout YWCA facilities and occasional interaction with vendors, contractors, program staff, and facility operations.

The position may occasionally require:

• Walking throughout the YWCA facility
• Inspecting operational areas
• Attending meetings at various organizational locations
• Occasional evening or weekend work for organizational events or operational needs
• Lifting or moving materials up to 25 pounds as necessary.

Reasonable accommodations may be made to enable individuals with disabilities to apply and perform essential functions.