Finance & Operations Manager (Finance, Systems & Office Operations)

• 5W Public Relations | New York, NY
• Salary Range: $105K–$130K
• This is a hybrid role based in our New York office, with 4 days per week in office.
• Must Have Experience: Budgeting, Contracts and CRM/Systems

The Role

We are seeking a Finance & Operations Manager to play a pivotal role in driving efficiency, structure, and excellence across 5W’s Finance, Systems, and Office Operations. This role bridges strategic business operations with day-to-day office management, ensuring our systems, vendors, and workplace support a fast-moving agency serving clients across consumer, corporate, technology, and more.

The ideal candidate is highly organized, analytical, and proactive — equally comfortable managing financial workflows, optimizing CRM and resource systems, and maintaining a collaborative, well-run office environment.

Key Responsibilities

Finance & Vendor Support

• Manage vendor relationships, contracts, and renewals to ensure cost-effectiveness and compliance.
• Partner with the Finance team to track expenses, budgets, and vendor payments.
• Monitor and report on vendor performance and identify cost-saving opportunities.
• Lead internal initiatives such as system migrations, process rollouts, or operational improvement projects.

Staff Utilization & Resource Planning

• Track and analyze staff utilization and billable time across client accounts to ensure effective resource allocation.
• Collaborate with practice and department leads to forecast staffing needs and balance workloads across client teams.
• Develop and maintain reports on capacity, utilization, and operational efficiency.

CRM & Systems Management

• Oversee day-to-day administration and optimization of the agency’s CRM system.
• Ensure accurate data entry, reporting integrity, and user adoption of best practices.
• Identify automation opportunities and enhance dashboards for real-time business insights.
• Create and maintain reports on revenue, utilization, and client spend to inform leadership decisions.

Office Operations & Administration

• Oversee the smooth day-to-day operations of our New York office, ensuring a well-functioning and welcoming environment for staff, clients, and visitors.
• Manage office supplies, equipment, and vendor services, including maintenance and repairs.
• Serve as the main point of contact for office-related requests, visitors, and administrative needs.
• Support internal meetings, client meetings, and agency events, including setup, technology coordination, and logistics.

Employee Experience & Support

• Partner with People/HR to onboard new hires from an office and systems standpoint (equipment, workspace, access, orientation).
• Foster a positive, productive, and inclusive office culture through thoughtful coordination of internal communications, wellness programs, and team activities.
• Ensure employees have the tools and resources needed for success.

IT & Systems Oversight

• Oversee IT requests, troubleshooting, and vendor coordination.
• Manage company hardware, software, and technology subscriptions/licenses.
• Ensure proper setup of computers, printers, phones, and other technology for new hires.
• Partner with IT support to maintain smooth technology operations across the agency.

Operational Efficiency & Compliance

• Partner with leadership to refine workflows, policies, and cross-departmental processes.
• Maintain compliance with safety, security, and workplace policies.
• Develop and track operational KPIs to measure performance and efficiency.
• Support Finance and Operations leadership with special projects and strategic initiatives.
• 5+ years of experience in business operations, finance support, or office management; PR, communications, or creative agency experience strongly preferred.
• Strong understanding of vendor management, contracts, and budgeting.
• Experience with CRM platforms (e.g., NetSuite, Salesforce, or HubSpot).
• Familiarity with agency metrics such as billable utilization and client profitability a plus.
• Proficiency with Excel/Google Sheets and reporting tools; project management tools (e.g., Monday.com or Asana) a plus.
• Excellent organizational, analytical, and communication skills.
• Ability to balance strategic operations with hands-on office and administrative management.
• Highly detail-oriented with the ability to manage multiple priorities and deliver results in a fast-paced agency environment.

Why you'll love working here

Competitive salary with comprehensive benefits & wellness programs including partnership with ClassPass!

Flexible PTO

• Summer Fridays and Winter, Spring, and Fall Fridays too!
• Hybrid work model offering flexibility and work-life balance
• Expanded parental leave and family planning support
• Continuous learning through “5W University” and development initiatives

Student Loan Reimbursement

Professional Development Support

Exclusive access to season tickets for pro sports teams along with Broadway shows, and more!

Charitable giving, including matching donations

#LI-Hybrid

Where an employee or prospective employee is paid within this range will depend on, among other factors, actual ranges for current/former employees in the subject position; market considerations; budgetary considerations; tenure and standing with the company (applicable to current employees); as well as the employee’s/applicant’s background, pertinent experience, and qualifications

NYC Salary Range

$105,000—$130,000 USD