Why this role exists

Nikaxu needs a calm, consistent owner for day-to-day finance operations so invoices, receipts, vendor bills, and client billing run on a predictable cadence (not last-minute urgency). This role keeps AP/AR clean and ensures smooth coordination with our external accountant, giving the VP of Business Operations confidence in the numbers and space to focus on marketing and partnerships.

Key Responsibilities

Accounts Payable (AP) & vendor management: collect/validate vendor invoices (incl. Harvest hours where relevant), obtain approvals, maintain vendor records/renewals, and run a weekly AP cadence (due/approved/paid/blocked).
Payment run coordination: prepare weekly/biweekly payment run list; ensure approvals are captured; follow through so payment documentation is complete.
Employee expenses (intake support): ensure receipts are submitted and complete; follow up on missing documentation; support accurate categorization/attachments.
Client invoicing & Accounts Receivable (AR): manage billing cycle, validate timesheets/rates/codes, and conduct light AR follow-up.
Accountant coordination & month-end readiness: act as operational point of contact, resolve questions/discrepancies, and provide a consistent month-end package (AP/AR completeness, receipts status, coding context, reconciliation notes).
Operating rhythm & planning support: help refine finance workflows/checklists and maintain visibility on upcoming commitments to support budgeting/forecasting (FY27).
Payroll input validation (scoped support): validate overtime/profit-sharing inputs, track changes (hires/updates/deductions), and spot-check payroll outputs (accountant processes payroll).

Outcomes (What success looks like)

Predictable AP: no late payments or surprise bills; approvals and documentation are complete and traceable.
Clean records: Financial systems are accurate, audit-ready, and easy to navigate (minimal miscoding/missing info).
On-time, accurate billing: invoices go out on schedule and are correct the first time.
Clear AR visibility: outstanding invoices are tracked, follow-ups happen promptly, and risks are flagged early.
Smooth month-end: accountant has what they need without chasing; close becomes more consistent each cycle.
Leadership confidence: The management team has reliable, simple visibility into what’s due, what’s paid, and what’s coming.

Key Relationships

VP of Business Operations (internal): approvals, weekly AP/AR visibility, priorities, and decision support.
External Accountant (primary partner): invoice handoff, bookkeeping coordination, month-end package, issue resolution, payroll processing support.
Employees (internal): expense receipt submission/completeness and clarifications.
Vendors: invoice accuracy, payment details, documentation, renewals/contract tracking.
Clients (billing contacts): invoice delivery, billing questions, confirmation of receipt, AR follow-up.

Nikaxu Inc

Company Overview