Director of Finance

OVERVIEW

CetraRuddy, an award-winning global architecture, planning, and interior design firm, is seeking a Director of Finance to lead the firm's finance function. This is the senior finance role at the firm, reporting to the Managing Director and leading a two-person accounting team that includes an accounting manager.

The role is hands-on. You will own the monthly close for our two entities, monthly financial reporting, the billing cycle on about 40 active projects, cash and banking, and the firm's key performance measures. Deltek Vantagepoint is central to the role, and you will be the finance owner of the system.

This role is ideal for someone who knows project-based accounting well, works easily with Principals and project teams, and brings clear judgment to the numbers. CetraRuddy offers a comprehensive benefits package, hybrid optional working on Mondays and Fridays, and professional development within a culture that values curiosity, excellence, and craft.

RESPONSIBILITIES

Accounting and close

- Close both entities monthly on an accrual basis. This covers reconciliations, accruals, prepaid and depreciation schedules, intercompany balances, and consolidation.

- Maintain the chart of accounts, close procedures, and internal controls, including approval limits, payment runs, wire approvals, and vendor verification.

- Prepare the year-end package for the outside CPA firm's annual review engagement, and oversee sales tax, 1099s, and statutory filings.

Project accounting, billing and collections

- Own the monthly billing cycle across fixed fee, percent complete, hourly, and reimbursable arrangements. This includes AIA-format invoices, client portals, and subconsultant pass-through billing.

- Lead monthly billing reviews with project leadership, covering WIP and unbilled, fee earned against budget, additional services, and final invoices.

- Own project setup from signed agreements and additional service requests: project numbers, phases, fee budgets, billing terms, and consultant budgets.

- Run accounts receivable and collections, including aging, client follow-up, escalation, and the annual bad-debt review.

- Oversee timesheet compliance as the basis for accurate billing.

Reporting and analysis

- Produce monthly financial reporting for firm leadership: P&L against budget, the balance sheet, WIP and AR, project performance, utilization, fee projections, and backlog.

- Define and report the firm's key performance measures: utilization, effective multiplier, overhead rate, net revenue per employee, days sales outstanding, backlog, and project margin.

- Build the annual budget and quarterly re-forecast.

- Prepare the annual billing rate tables and multipliers, and provide historical cost data for fee proposals.

Cash, banking and insurance

- Issue the weekly cash and AR report, and keep a rolling 13-week cash forecast and a six-month outlook.

- Own the firm's banking relationships and credit facility, including lender reporting and account administration.

- Manage owner distributions, support annual insurance renewals, and administer the corporate card program.

Payroll, benefits accounting and tax

- Be accountable for payroll accuracy and payroll tax compliance for staff in New York, New Jersey, and Connecticut, including S corporation shareholder treatment.

- Reconcile benefits billing; fund and reconcile 401(k) deferrals and the employer match; support annual plan compliance testing. Work alongside HR, which owns benefits administration.

- Keep the firm's annual tax and compliance calendar for both entities, and serve as the day-to-day contact for the outside CPA firm on returns, estimated payments, year-end planning, and the review engagement.

Systems and team

- Serve as finance lead and system owner for Deltek Vantagepoint: the close, project and billing setup, project reporting, and user training.

- Lead, develop, and review the accounting team.

SKILLS/REQUIREMENTS

- Bachelor's degree in accounting or finance. A CPA or public accounting background is preferred.

- Minimum of 12 years of progressive accounting and finance experience, including at least five in architecture, engineering, construction, or another project-based professional services firm.

- Direct responsibility for WIP, fee-based billing, and project profitability, and the ability to explain them clearly to a designer.

- Experience running a monthly close and leading an accounting team as the senior or second finance person in a firm.

- Clear, plain written and verbal communication, and comfort advising firm leadership.

- Builds and documents repeatable processes.

- Commitment to collaboration, professionalism, and contributing to firm-wide activities.