Short Term Rentals Finance Manager

Job Title: VA/CSR
Position Type: Remote / Virtual Assistant
Reports To: CEO / Operations Manager
Schedule: 8 am to 5 pm Pacific

Role Overview

Role Overview: This role supports the CEO and Operations Manager by owning day-to-day financial, operational, and administrative tasks across the business. The Financial Manager will serve as a key partner to the CEO, managing workflows, streamlining processes, and ensuring nothing falls through the cracks — freeing the CEO to focus on strategy and growth.

Owner Statements
Reviewing monthly owner statements
Coordinating with Bookkeeping Firm to ensuring Trust Accounting is done correctly
Publishing monthly owner statements & distributions
Saving each owner statement at the end of the month

Financial Management
Updated Topkey daily with transactions to ensure items are categorized correctly
Prepare and send invoices in Quickbooks
Accounts receivable follow-up and collections
Vendor payment management in Topkey
Collecting and saving receipts / invoices

Taxes
Preparing routine Excise Tax filings
Requesting 1099s / filing / storing
Coordinating inputs needed with Bookkeeping Firm

Administrative
Update business licenses and short-term rental licenses for company and clients
Folder management
Filing receipts and invoices in company folders and directing individuals to resources as needed

Human Resources
Prepare and schedule payroll in Wise and Gusto
Support onboarding of new employees and training
Team resources for questions
Maintaining employee records and documentation
Managing PTO and time-off tracking
Updating employee handbook and policies

Operations
Creating and updating SoPs
Process improvements leveraging AI tools (Claude, ChatGPT)
Tracking and reporting on team KPIs and quarterly rocks
Ordering supplies

Vendor & Contractor Management
Managing relationships with vendors and contractors
Supporting the Operations Manager in obtaining and comparing quotes
Tracking contract renewals
Setting up new vendors in Topkey for payments

Communication & Reporting
Preparing financial reports for the CEO
Preparing project financial reports for Operations Manager and CEO
Coordination with Bookkeeping Firm weekly

Project Management
Tracking cross-functional projects
Managing deadlines and deliverables
Following up with team members on deliverables

Qualifications & Skills
Strong organizational and time management skills
Excellent written and verbal communication
Experience with Trust Accounting & Bookkeeping
Proficiency with Google Workspace, Quickbooks, ---------- , and AI tools (Claude, ChatGPT)
Experience with property management platforms (Airbnb, Hostaway) preferred
Ability to manage multiple priorities and work independently
Detail-oriented with a proactive, problem-solving mindset
Prior experience as a finance manager, operations, or office manager role preferred

Results
Monthly Owner Statements & financial reports completed on-time and with 100?curacy
Payroll completed on-time with 100?curacy
CEO spends less than 5 hours on Owner Statements review per month

To apply: Please submit your application through the provided link below:

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