Business Operations and Finance Manager
Location: New York, NY (Hybrid – 2 days Office/ 1 day WFH)
Employment Type: Part – Time (3 days a week)
Reports To: CEO or Central Functions – both UK
Refined. Elevated. Bespoke. Safiyaa stands as a preeminent luxury womenswear brand, connecting a traceable line between art and fashion, where sustainability meets luxury, and craftsmanship meets individuality.
Founded in 2011 by Daniela Karnuts, Safiyaa’s design ethos is built on the distinctive accentuation of the female form, incorporating organic elements of the natural world to create a unique visual language. Safiyaa’s made-to-order approach is a testament to our philosophy that each individual’s identity surpasses the conventional boundaries of traditional design. At Safiyaa, we believe that modern luxury is not only about material and craftsmanship; but about defining a bespoke language of identity and self expression, honoring the autonomy of choice.
Job Overview
We are seeking a highly skilled, detail-oriented and proactive Business Operations Manager to oversee day-to-day operational and financial functions for a growing multinational organisation for a vertically integrated luxury women-wear brand. This role involves managing the facilitation of remote bookkeeping, HR support, sales tax compliance, banking operations, and general office administration. The ideal candidate will bring strong organizational skills, a hands-on approach, and the ability to streamline processes to ensure efficiency and accuracy, with the ability to balance both core finance and operational duties effectively.
Key Responsibilities
Sales Tax Management (5%)
- Preparation of timely sales tax returns and maintaining compliance with multi-state regulations.
- Register new entities for sales tax in applicable jurisdictions.
- Track and manage sales tax rates and reporting requirements for all states where the company operates.
- Address wholesale tax exemptions and maintain accurate records for audits and compliance purposes.
Finance & Bookkeeping
- Submit timely accounting records (invoices) for the five companies to facilitate efficient bookkeeping..
- Manage local cash flow and plan payment schedules and follow up on receivables according to accounts payable and receivable.
- Manage company credit cards, ensure proper documentation, and share statements monthly.
- Prepare financial data and reports for external accountants during tax filings and audits
Liquidity Management
- Address issues with manual payment processes, paper checks, and wire transfer confirmations to optimize cash management.
- Develop robust processes for handling urgent payments, supplier relationships, and maintaining operational liquidity.
Payroll Administration
- Administer payroll systems, ensuring accurate processing of employee paychecks, tax withholdings, and compliance with labor laws.
- Oversee manual input for PTO, holidays, and overtime for hourly employees, ensuring records are up to date.
- Manage I-9, W2 and 1099 compliance and reporting requirements for New York and other states, collaborating with HR consultants when needed.
- Address employee inquiries and resolve system issues efficiently to ensure a seamless payroll experience.
Cross-Functional Collaboration
- Partner with leadership, sales, and finance teams to align operational processes with organizational goals.
- Act as the central point of coordination for finance, HR, and administration, fostering collaboration and consistency across departments.
Office Administration
- Oversee mail handling, including opening, sorting, and distributing post.
- Maintain organized records of financial and administrative documents.
- Coordinate office supplies, vendor relationships, and general operational needs.
Key Skills and Competencies
- Strong organizational skills with the ability to manage multiple entities and priorities.
- Advanced understanding of sales tax compliance and cash flow management principles.
- Proficiency in bookkeeping software (e.g., QuickBooks ).
- Basic HR knowledge, including payroll and employee benefits administration.
- Strong interpersonal skills for effective communication with team members, vendors, and external stakeholders.
- Problem-solving mindset with the ability to identify inefficiencies and implement improvements.
Qualifications
- Bachelor’s degree in business administration, accounting, finance, or a related field.
- 3–5 years of experience in bookkeeping, operations, or office management roles.
- Experience working in a multi-entity or multi-account environment is preferred.
- Familiarity with HR and sales tax processes in the US.
- Proficiency in Microsoft Office Suite (Excel, Word, Outlook) and accounting tools.
- Knowledge of shipping and logistics operations is a plus.
