Business Operations Manager (Finance) - 20350

Location: 100%  Remote (Open for LATAM Region Only)
Salary Range: from $3.000 to $5.000 Usd Monthly Based on Experience
Employment Type: Full-time - Independent Contractor Agreement 
 

We are a rapidly growing, U.S.-based operator in the health and fitness franchise space. Across 25+ locations in multiple states, we run several fitness and children's-fitness brands under a portfolio of operating entities with outside ownership partners.

Our back office is deliberately lean and high-trust. A small operations team keeps entity administration, banking, insurance, tax, and vendor management running cleanly across the entire portfolio — and that discipline is exactly what allows us to keep opening new locations. This role is one half of that backbone.

This role exists because the business is constantly opening — and occasionally winding down — operating entities and locations. Each one needs banking, tax registrations, insurance, vendors, and coordination with our outside accountants and ownership partners. You are the operational engine that absorbs that complexity so the company can keep scaling.

Your job is to run the operations around them — standing up new entities, managing banking and insurance, staying ahead of state compliance, and keeping vendors and partners coordinated. It is a high-trust seat that touches banking, cash movement, and investor information, so discretion and reliability matter as much as capability.

Entity Formation & Wind-Down

• →Stand up new entities end to end: formation with our accountants, bank account setup, and tax registrations (sales/use/withholding)
• →Coordinate payroll setup for new entities, including ADP company codes, pay/deduction code mapping, and 401(k) integrations
• →Build onboarding, handbooks, and required employment documents for new states or ownership groups
• →Establish utilities, insurance, labor-law/OSHA poster distribution, and other vendors for each new location
• →Manage clean wind-downs: close vendor, utility, and insurance accounts, confirm final tax returns are marked final, and notify accountants to close the books

Banking & Cash Operations

• →Administer bank accounts, online profiles, and transfers across entities
• →Manage account access for partners and accountants on a least-privilege basis
• →Handle checks, debit cards, and credit card administration and payments

Insurance & Risk Management

• →Manage policy renewals, including applications for policies that do not auto-renew
• →Reconcile insurance invoices, allocate premiums across locations, and maintain the payment schedule
• →Coordinate workers' comp audits and location inspections, and resolve findings
• →Issue certificates of insurance to corporate, landlords, and other parties, and handle claims documentation

Tax & State Compliance Coordination

• →Respond to the steady stream of state notices (sales/use tax and related)
• →Manage sales/use and withholding registrations for new entities
• →Coordinate with the outside accounting firm on filings and compliance status

Financial & Investor Administration

• →Prepare and send invoices and expense reports; field bookkeeping questions from accountants
• →Support the annual capital call and distribution reconciliation for each entity
• →Download tax returns and K-1s and distribute K-1s to partners
• →Onboard vendors (ACH/W-9), process AP, reconcile the rent schedule against statements (rent increases, CAM), and manage recurring payments

Benefits & 401(k) Operations

• →Coordinate health plan strategy and preliminary quotes with the broker; finalize plans and paperwork with ownership
• →Work with 401(k) vendors (recordkeeper, advisor, and 3(16) fiduciary) on plan forms, updates, and annual meetings
• →Review 401(k) eligibility and correct accumulators for employees working across multiple locations
• →Approve 401(k) distribution requests

Operational Backbone

• →Continuously improve internal processes and documentation
• →Serve as a reliable operational resource across accountants, insurers, vendors, and ownership

• Hands-on experience running U.S. business operations across multiple legal entities (formation, banking, registrations)
• Exposure to U.S. multi-state tax and compliance — sales/use tax, withholding registrations, and responding to state notices
• Business insurance administration experience (COIs, renewals, workers' comp audits)
• Vendor management and accounts payable experience
• Experience coordinating with outside accountants or CPAs (interfacing with them, not doing the books)
• High level of discretion and trustworthiness with banking, cash movement, and confidential ownership information
• Excellent written and spoken English, highly organized, and able to operate independently across many moving parts

• Background in a franchise or multi-unit operator, family office, or fund/entity administration
• Familiarity with partnership structures — K-1s, capital calls, and distributions
• Experience opening and closing entities at volume across multiple states
• Familiarity with ADP, a 401(k) recordkeeper (e.g., Voya), or 3(16) fiduciary coordination

• A self-directed operator who can hold dozens of entities, deadlines, and vendors in your head without dropping any
• Discreet and trustworthy — comfortable being close to banking and investor information
• Proactive with vendors, state agencies, and accountants; you push things to resolution
• Systematic — you improve the process, not just complete the task
• Comfortable being the operational glue between ownership, accountants, and outside partners