Financial Operations Coordinator (Part-Time)

Location: Remote (Twin Cities Metro HQ, Vadnais Heights, MN)

Employment Terms: Part-Time, approximately 15-20 hours/week

About C-P Systems

Established in 1995 from 3M's Chemical Division, C-P Systems is a process mechanical engineering consulting firm specializing in piping design, P&ID development, process engineering, laser scanning, and construction documentation for industrial clients across the United States.

We're a team of engineers and support staff who take pride in doing things right. Our low turnover reflects a culture built on trust, long-term relationships, and a genuine commitment to quality for our customers and for each other. We're in an active growth phase, diversifying our customer base and building the internal infrastructure to support it.

 About the Role

As C-P Systems has grown, the scope of what was once a single business administrator position has naturally expanded into two distinct areas of ownership. We are intentionally splitting the current role, with built-in overlap on critical functions like invoicing and payroll.

This position covers the financial and systems side. You will work alongside our current Business Administrator and take primary ownership of financial reporting, QuickBooks, AR, and the internal tracking and KPI functions that keep our operations visible to leadership.

This is a good fit if you get satisfaction from bringing a fresh set of eyes to systems and processes that have evolved over time. We want someone who can assess what's working, build on it, and find better solutions where they're needed. You don't need a background in engineering, but you do need to be comfortable across multiple platforms and genuinely curious about how our project management, billing, payroll, and other tools interact.

Hours will start at 15-20 per week, with flexibility for a higher initial commitment during the onboarding and overlap period as you get up to speed alongside our current Business Administrator.

Key Responsibilities

Financial Reporting & Tracking

• Monthly KPI reporting and distribution
• Monthly financial report preparation
• Creating dashboards (Power BI) and associated databases/spreadsheets that support them
• Sales forecasting infrastructure

QuickBooks & Accounting Coordination

• QuickBooks Online review, categorization, and reconciliation
• Ongoing coordination with outside bookkeeper and accounting firm (or with the right qualifications taking on outside bookkeepers duties as well)
• Banking coordination

Invoicing & AR (Overlap with Business Administrator)

• Oversee the monthly invoicing cycle, including project management software time and expense approval through billing
• AR aging review and client follow-up
• AR/AP coordination and vendor payments
• Backup invoicing duties

Systems & Process Improvement

• Own the Birdview PSA to billing workflow: identify gaps, improve the process, reduce manual effort
• Evaluate and recommend improvements to our current billing integrations
• Project management system coordination for financial and reporting purposes
• Process documentation: build and maintain written procedures for all financial workflows

Payroll & HR Support

• Payroll coordination through Vensure PEO, bi-monthly processing cycle
• Backup on payroll and related critical administrative functions 

Qualifications

Required

• QuickBooks Online experience: categorization, reconciliation, and reporting
• Comfort with project-based billing and time-and-expense environments
• Experience with or quick aptitude for new software (we use Birdview PSA and BQE Core currently)
• Ability to identify system and integration needs.  In house IT support is available for implementation that requires any heavier coding beyond what would be expected of this role.
• Experience or willingness/aptitude to learn Power BI and associated databases/integrations
• Curiosity and desire to question and improve processes
• Clear, proactive communicator
• Ability to work independently and manage a recurring calendar of deadlines

Preferred

• Professional services or consulting firm background; we bill mostly hourly time and expense by project and our financial
• Experience evaluating or improving software integrations
• Comfort with AI tools for reporting, process documentation, or workflow automation

Compensation

Rate: Commensurate with experience. $35-$45/hr

This position is structured as a part-time engagement. Benefits eligibility is dependent on final employment classification with full benefits typically beginning at 30 hours/week.

Why Join Us

At C-P Systems, our objective is to hire for the long-term to provide consistency for our customers and to maintain alignment with our company values. This focus results in exceptional employee satisfaction and retention.

While experience is recognized, a person's drive to improve things and take real ownership of their work matters just as much. This role has clear scope today and real room to grow as we build out our financial infrastructure. You'll have direct access to ownership, a Business Administrator and IT staff who want to collaborate, and the latitude to make meaningful improvements to processes that affect how the whole company operates.

We offer a flexible and collaborative work environment that embraces current tools and a genuine commitment to work/life balance. We look for self-directed people who can deliver results while staying curious about how to do things better.