Financial Operations Specialist

Financial Operations Specialist San Francisco Hub — Hybrid — Full-Time Field Details Department Finance & Accounting Reports To Controller / Head of Accounting Location San Francisco Hub (hybrid — 3 days on-site, 2 remote) Systems QuickBooks Online, Ramp, DMS, and various lender/auction/DMV portals About Ever Cars Ever Cars is a technology-forward electric vehicle dealership based in San Francisco. We buy, recondition, and sell pre-owned EVs through our hub model, supported by floor plan financing and a growing wholesale channel. Our small but high-performing accounting team manages a full-cycle close process with automated pipelines, a cloud-backed vehicle database, and QuickBooks Online as our GL. We’re looking for someone who thrives on the transactional rhythm of a dealership—someone who can own the day-to-day financial operations so our accounting leadership can focus on reporting, controls, and strategic initiatives. Role Summary You will own the full accounts receivable and accounts payable cycles for the dealership, from recording customer payments and reconciling bank activity daily, to monitoring outsourced bookkeeping work, processing vendor payments, and handling customer refunds. You’ll work closely with our title clerk, F&I team, and operations staff to keep cash flowing accurately through our clearing accounts. This role is highly cross-functional—you’ll touch every major transaction that moves through the dealership. Accounts Payable • Monitor and QA the outsourced bookkeeper’s work in Ramp (credit card expense categorization, receipt matching, merchant rule accuracy) • Onboard new vendors into QBO and Ramp; maintain vendor master data and W-9 / 1099 tracking • Process manual payments for vehicle purchases outside of Ramp, including written checks and wire transfers • Execute lien payoff payments for purchased vehicles through DMS and lender portals • Coordinate with auction houses on invoice disputes, short-pays, and credit requests • Process and reconcile transport vendor invoices (outbound delivery, towing, inbound transport) • Track accrued liabilities for significant expenses incurred but not yet invoiced; flag items approaching 30 days • Prepare and upload NACHA payment files for floor plan payments, ensuring clearing accounts reconcile to $0 each period Accounts Receivable • Reconcile all bank accounts daily (operating, credit card, and ACH deposit accounts) and record customer payments in QBO • Monitor the customer downpayment receivable subledger and investigate aging items; escalate unmatched deposits • Match lender funding payments to DMS deal invoices; resolve short-pays and funding variances • Track the cash-in-transit (CIT) position daily—funded deals awaiting bank deposit, deposits awaiting lender remittance • Process and clear bank deposit entries through the deposit clearing workflow • Monitor and clear credit card and ACH payment clearing accounts; investigate items that don’t auto-match • Follow up with lenders on stale funded-not-received balances; coordinate with F&I and title teams on hold-ups Customer Refunds & Credits • Own the end-to-end customer refund process across all refund types: DMV overages, vehicle returns, warranty claim payments, overpayments, and deal unwinds • Process DMV overage refunds by reconciling registration service invoices against actual fees collected • Coordinate vehicle return refunds with the sales and F&I teams; ensure return entries reverse the original deal correctly • Track warranty and service contract cancellation refunds from plan providers and apply to customer accounts • Issue refund checks or initiate ACH refunds; maintain a refund log with supporting documentation for each transaction Title, F&I & Cross-Functional Coordination • Work closely with the title clerk on DMV fee reconciliation, registration timing, and DMV payment clearing • Partner with the F&I team on deal funding status, lender stipulations affecting payment, and contract cancellations • Serve as the finance team’s point of contact for operations staff on payment status inquiries, vendor issues, and customer account questions • Coordinate with the acquisitions team on purchase disputes, arbitration returns, and fraud-related payment holds • Support the Controller during month-end close by preparing clearing account reconciliations and flagging unresolved items Additional Responsibilities • Maintain and update vendor and customer mapping files used by automated import pipelines • Review and approve recurring journal entries for accuracy before posting (prepaid amortization, accruals) • Assist with sales tax remittance preparation and DMV fee payment reconciliation • Support annual 1099 preparation and vendor payment reporting • Help build and document SOPs for new transactional processes as the dealership scales • Identify opportunities to automate manual payment and reconciliation workflows Qualifications Required • 3–5 years of full-cycle AR/AP experience, ideally in automotive retail, dealership operations, or a similarly transaction-heavy environment • Strong Excel skills—comfortable with VLOOKUPs, pivot tables, and reconciliation workbooks • Detail-oriented with a high tolerance for volume—this role processes hundreds of transactions per month • Clear communicator who can work across departments (finance, ops, sales, title, F&I) without needing constant direction Preferred • Experience with DMS systems (CDK, DealerTrack, Reynolds & Reynolds) • Hands-on proficiency with QuickBooks Online (journal entries, invoices, bills, bank feeds, reconciliations) • Experience with corporate card platforms (Ramp, Brex, or similar) for expense management oversight • Familiarity with floor plan financing, NACHA/ACH payment processing, and lender funding workflows • Exposure to EV or specialty vehicle retail • Interest in process automation—we use scripted pipelines and database-backed workflows, and we’d love someone curious about how they work The expected salary range for this position is $80,000 – $105,000 annually. Actual compensation may vary based on factors including experience, skill set, certifications, business needs, and geographic location. In addition to base salary, employees may be eligible for discretionary bonuses, equity, and a comprehensive benefits package. Why Ever Cars • Join a small, high-impact team where your work directly shapes how the business runs—not just how the books close • Clear growth path: this role is designed to evolve into an AR/AP Manager position within 12 months as we add headcount and locations • Modern tech stack—we’re building automated pipelines, not drowning in spreadsheets (though you’ll still use plenty of Excel) • Hybrid flexibility with a collaborative on-site culture at our SF Hub Ever Cars Co. is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.