Financial Operations and Payroll Supervisor

Job Description

Company Overview:

FleetPanda is a petroleum logistics software company based in San Francisco, USA. Our platform modernizes and streamlines fuel distribution operations, replacing manual and spreadsheet methods. Trusted by leading companies in the industry, FleetPanda has significantly improved productivity and efficiency for fuel distributors by automating processes and integrating with existing tech tools.

Position Overview:

FleetPanda is seeking a strategic experienced, and results-driven Financial Operations and Payroll Specialist to join our team. In this critical role, you will ensure the accuracy, privacy, and confidentiality of the company’s financial operations, including bookkeeping, financial reporting, global payroll management, and legal compliance across multiple jurisdictions. The ideal candidate will have experience leveraging tools such as QuickBooks, Avalara, Rippling, Deel, Brex, and other systems to automate processes and enhance financial efficiency for our US-based SaaS company.

Key Responsibilities:

Financial Operations Management

• Maintain accurate and comprehensive financial records that reflect all company transactions, ensuring data integrity and compliance with accounting standards and prepare monthly, quarterly, and annual financial reports tailored to company needs
• Oversee all aspects of financial operations including bookkeeping, accounts receivable/payable, payrolls, invoicing, legal compliances, customer & vendor contract processes to collaborate and supervise team members working in various financial areas, ensuring seamless operations and compliance
• Ensure compliance with financial regulations and tax laws across all jurisdictions, coordinating with auditors and legal advisors
• Support financial forecasting activities, projecting future revenues, expenses, and cash flow needs to guide operational planning
• Utilize QuickBooks, Google Sheets or other tools to streamline financial workflows improve accuracy, and accelerate reporting
• Identify and implement process improvements to enhance operational efficiency, reduce costs, and accelerate financial closing cycles
• Mentorship and Team Growth: Lead and support finance team members, helping them learn and grow. We want to build a team around you
• Collaborate with cross-functional teams to ensure smooth financial operations across departments

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Payroll Management 

• Oversee payroll processes for U.S. employees via Rippling or similar platform as required
• Manage Contracts, timely payments for international contractors using Deel or similar platform as required
• Execute bulk bank wires for international contractors and ensure timely and accurate payroll processing, including reimbursements, allowances, bonuses, and commissions
• Collaborate with team leads to ensure payroll calculations are accurate and aligned with employee contracts and agreements
• Handle hiring and termination processes while ensuring regulatory compliance
• Address employee inquiries regarding payroll and compliance issues, pay slips, Salary certificate request
• Work closely with an Indian CA firm or personnel to ensure accurate tracking and recording of payroll for employees registered under our legal Indian entity

Required Qualifications, Soft Skills, and Good to Have:

• Master's degree in Accounting, Finance, or a related professional qualification
• Minimum 3 years of experience leading financial operations, preferably within a SaaS company.
• Proficiency in QuickBooks, Google Sheets, and other financial reporting tools.
• Strong verbal and written communication skills 
• Proven leadership abilities, with experience fostering collaboration across departments.
• Strategic mindset with a proactive approach to identifying and implementing process improvements.
• Exceptional organizational skills, attention to detail, and the ability to multitask effectively.
• Strong delegation skills, with the ability to manage and support a growing finance team.
• Self-driven and capable of thriving in a fast-paced, dynamic work environment.
• Ability to quickly adapt to new tools, technologies, and processes.
• Familiarity with SaaS metrics, R&D credits, U.S. sales tax compliance, and year-end federal/state filings for U.S. C-Corp companies is a plus.
• Ability to lead security efforts by enforcing policies, guiding staff, improving controls, ensuring compliance with standards like SOC 2, and managing audits and risk mitigation.

Work Model:

• Hybrid work arrangement (a combination of in-office and remote work).
• Availability until 12:15 PM PST (1 AM NPT); shifts can be discussed

Why Join Us:

• Opportunity to contribute to the growth and success of a dynamic company.
• Collaborative and supportive team culture.
• Chance to develop deep expertise in SaaS financial operations and cutting-edge automation tools.