Manager of Operations (Part-Time)

Riff City Strategies is a mission-driven communications firm working at the intersection of climate, emerging technology, and public policy. We build movements and tell stories that help our clients — from VC-backed startups and foundations to social justice campaigns and government leaders — create meaningful, real-world impact.

We tackle some of the toughest issues facing our society and planet. Our work has helped shift major philanthropic funding toward community-led climate solutions, brought landmark military justice reforms into law with Protect Our Defenders, and supported innovative community-based public safety efforts with Urban Alchemy.

We’ve led launches for the Mercedes-Benz High-Power Charging Network, Sam Altman’s World Network, and some of the most pivotal democracy, justice, and AI governance initiatives of our time — helping government leaders, founders, and major philanthropies build trust and momentum in moments that matter.

As a result of our agency culture and our commitment to integrity, creativity, and results, we’ve been recognized broadly:

  • PRWeek Purpose Awards: Small Organization of the Year
  • Fast Company: Most Innovative Companies in the World
  • Bulldog PR: Best Boutique Agency

The Opportunity

We are seeking a highly organized, proactive, and detail-oriented Manager of Operations to join our team part-time and take ownership of the systems that keep Riff City running smoothly. This role will replace our long-time consultant and bring crucial financial, HR, and operational functions in-house.

The ideal candidate has experience supporting or leading operations for a small, fast-moving organization — ideally a communications agency, consultancy, startup, or professional services firm. You’ll oversee our financial operations, payroll and benefits administration, compliance, vendor management, scheduling, and internal administrative support. You will partner closely with the principals and play a pivotal role in ensuring the team runs effectively day-to-day.

Working at Riff means joining a positive, mission-driven culture where you’re trusted with real responsibility, surrounded by high-quality teammates, and able to make a meaningful impact on how the organization operates.

This is a remote, part-time role (15–20 hours/week) with a monthly compensation range of $3,500–$5,000, depending on experience. This position reports directly to the principals.

Responsibilities

Financial Operations & Bookkeeping

  • Manage BILL.com for vendor setup, invoice entry, approvals, and payments
  • Oversee AMEX/Zoho coding and ensure accurate monthly allocation by client and cost center
  • Maintain QuickBooks Online, including:
    • Transaction coding and classification
    • Bank and credit card reconciliations
    • Monthly financial close
  • Oversee invoicing, including:
    • Creating and sending monthly client invoices
    • Tracking billable expenses (e.g., Cision charges)
    • Weekly Accounts Receivable updates and follow-up
  • Prepare monthly financial reports with transaction-level review for accuracy
  • Track incentive-based agreements and issue payments as required
    Support budget projections and cash flow snapshots as requested

Payroll, Benefits & Retirement

  • Manage payroll through Gusto, including onboarding, terminations, pay updates, and compliance
  • Coordinate with John Hancock and Gusto for twice-monthly 401(k) deductions
  • Support year-end 401(k) profit share and pension contributions and compliance testing
  • Work with our benefits brokers to manage enrollments, changes, and annual renewals

HR & People Operations

  • Own administrative onboarding for new hires, including setting up Gusto, benefits, email, Slack, and other tools
  • Coordinate onboarding/offboarding logistics, including final pay, access removal, and benefits closure
  • Maintain digital employee records and internal documentation
  • Track multi-state employment requirements and coordinate filings with our accountant

Compliance, Insurance & Risk

  • Maintain a compliance calendar for:
    • State, local, and federal filings
    • Annual corporate registrations
    • Insurance renewals (GL, E&O, workers’ comp)
    • Benefits and 401(k) notices/testing
  • Coordinate with our accountant, payroll provider, and legal partners on compliance questions
    Support annual insurance audits and documentation requirements

Operations, Systems & Vendor Management

  • Manage day-to-day tools and systems (Gusto, QBO, BILL, Zoho/AMEX, Google Workspace, Slack, Muckrack, Cision billing)
  • Maintain and improve SOPs for recurring workflows: monthly close, AR, onboarding, etc.
  • Identify process improvements and opportunities for efficiency or automation
  • Manage vendor relationships, contracts, and renewals
  • Maintain organized digital systems and shared drives, ensuring files and operational documents are properly archived
  • Support internal planning with dashboards, summaries, or simple reports for leadership

Administrative & Scheduling Support

  • Provide minimal scheduling support for principals as needed — this is light, occasional coordination, not an executive assistant–heavy role
  • Coordinate logistics for small internal meetings, team gatherings, or virtual client sessions when needed
  • Support occasional travel planning (e.g., flights or hotels for key meetings, conferences, events, or team gatherings)
  • Maintain shared calendars and assist with basic internal communication updates
  • Prepare simple agendas, light meeting notes, and track follow-up tasks when applicable
  • Provide general administrative support to keep day-to-day operations running smoothly

Budgeting & Internal Support

  • Work with principals to develop and maintain monthly, quarterly, and annual budgets
  • Track spending against budget and flag variances
  • Prepare concise financial or operational updates for leadership, accountant check-ins, or advisor conversations

Required Qualifications

  • 4–7+ years of experience in operations, finance, or administrative management
  • Strong proficiency with QuickBooks Online and modern payroll systems (Gusto preferred)
  • Understanding of small-business financial workflows, budgeting, and reporting
  • Exceptionally organized and detail-oriented, with strong follow-through
  • High level of discretion with financial and personnel information
  • Strong written and verbal communication skills
  • Tech-savvy and able to quickly learn and manage new systems
  • Ability to thrive in a fast-paced, remote environment
  • California-based or strong familiarity with CA employment guidelines (preferred)

Preferred Qualifications

  • Experience in a PR/communications firm or professional services environment
  • Experience managing multi-state payroll or compliance
  • Experience coordinating travel, scheduling, or administrative support

The Details

Riff City is best-in-class, and this extends to our employee-centric culture and benefits. While this is a part-time role, you’ll be joining a team that values excellence, trust, humor, collaboration, and impact. We offer competitive compensation and a flexible, remote-first environment.

Riff City Strategies, Inc. provides equal employment opportunities (EEO) to all employees and applicants without regard to race, color, religion, sex, national origin, age, disability, or genetics.

Think you’d be a good fit? Email us at: hello@riffcitystrategies.com