PT Job: Business & Finance Manager

Puppet Showplace Theater seeks a highly organized, proactive, and relationship-driven Business & Finance Manager to oversee core business operations, earned revenue activities, financial administration, and client services. This role combines operational management, sales coordination, financial tracking, contracting, and administrative systems oversight to support the organization’s performances, educational programming, community partnerships, and long-term sustainability.

The Business & Finance Manager serves as a central administrative lead for revenue tracking, payroll coordination, financial reporting, budgeting and organizational growth planning, and process improvement. The ideal candidate thrives in a collaborative arts environment, balances strategic thinking with detailed execution, and enjoys creating systems that improve organizational e?iciency and customer experience. The ideal candidate also brings a love of structure, timeliness, systems, and tracking big ideas against KPI & budget.

As a key contributor on a small team, you will be an integral part of a beloved 52-year-old cultural institution that facilitates joy and connection for 20,000 theatergoers each year, ranging from babies to seniors, and supporting independent artists in the creation and dissemination of their artistic work.

You will report to our Executive Artistic Director (EAD) and work within a small team of 3 FT and 2-4 PT staff, with opportunities to propose your ideas, lead projects in areas of impact, and contribute to culture-building during a time of growth. You will manage an external contracted bookkeeper and work with our accountant for annual taxes and audit needs.

KEY RESPONSIBILITIES

Revenue & Financial Administration

• Maintain and update revenue spreadsheets and financial tracking systems.
• Prepare and present general financial findings during staff meetings. Support staff in understanding and tracking financial KPIs relevant to their roles.
• Analyze budget versus actual reports and assist with financial forecasting.
• Review accounts receivable and pledge reports to ensure payments are applied correctly and overdue balances are addressed.
• Count and reconcile monthly cash activity and prepare supporting documentation.
• Assist with preparation of board financial materials and monthly reporting.
• Support annual budget planning and creation of new fiscal year revenue tracking documents.
• Coordinate expense reimbursements and maintain accurate expense documentation.

Finance Support for Programming & Fundraising

• Support EAD and staff with financial modeling for artistic and educational programming.
• Support our planned B2B expansion with school clients by contributing to strategic approach, back-end operations for a sales pipeline, and developing and tracking KPIs in support of achieving financial targets. This initiative is a cross-functional team effort, with strategic support from our EAD, board, and the pro-bono consultants who supported planning and market research, and sales relationship lead effort from our Box Office team.
• Assist with financial components of fundraising, including preparing budgets for grants and grant reports, assessing fundraising data to identify key trends, and supporting financial components of annual report.

Contracts, Payables, & Receivables

• Manage external bookkeeper to ensure prompt and accurate processing of accounts payable and accounts receivable.
• Support Operations & Production team members in preparing accurate contracts for artists, rentals, & program partners.
• Manage artist payment workflows, including percentage/contingent payment calculation and submission support.
• Maintain organized records of contracts, completed files, and program documentation.

Operations, Human Resources, & Administrative Systems

• Maintain and improve operational procedures, systems, and organizational workflows.
• Coordinate payroll-related updates, including communication with bookkeeper and staff regarding employee activation and status changes.
• Work collaboratively across departments to ensure accurate communication and operational consistency.
• Support board and leadership reporting needs, including preparation of board slide decks and KPI tracking.
• Organize and maintain digital files, operational records, and internal process documentation.

QUALIFICATIONS

• Experience in nonprofit administration, finance management, arts management, operations, sales, or business management.
• Strong organizational skills and attention to detail.
• Sensitivity to time with regard to communications with clients, partners, & team.
• Excellent written and verbal communication skills.
• Ability to manage multiple projects and deadlines independently.
• Experience with Quickbooks, spreadsheets, financial tracking, contracts management, and administrative systems.
• Comfort working collaboratively in a small team environment.
• Customer service and relationship-building experience strongly preferred.
• Familiarity with nonprofit financial processes, payroll coordination, or arts administration is a plus.

Preferred Characteristics

• Systems-oriented strategic thinker who enjoys improving processes and workflows.
• Adaptable, collaborative, and solution-focused.
• Passion for one or more of the organization’s areas of focus, including arts, education, theater, the needs of young children and their families, equity, community engagement, and of course, puppetry arts.
• Comfortable balancing strategic oversight with day-to-day administrative execution.

COMPENSATION & EMPLOYMENT DETAILS 

Reports To: Executive Artistic Director
Schedule: 15-24 hours per week
Location: Hybrid (can be primarily remote or fully onsite; on-site presence preferred at least 2-4 days per month)
Pay: $30-50 / hour, depending on experience
Compensation and schedule structure to be determined based on organizational needs and candidate experience.

Full job description available at https://www.puppetshowplace.org/jobs

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Image Credit: Exterior of Puppet Showplace Theater, 2019