Managing Finance Operations

• Review payment requests and disburse payments such as honorariums, reimbursements to internals and externals, per diems, invoices, etc.
• Manage vendor and contractor payment workflow
• Manage Bill.com and credit card platform operations, ensuring cardholders submit receipts and properly code expenses according to policies
• Help ensure the team is enforcing expense policies
• Maintain the SOP library for finance operations procedures
• Maintain confidentiality of Epoch AI’s financial records, information, and activity as required
• Support the organization during periods of substantial org-wide growth and within the operations department as needed
• Track and support with various sub-budgets - discretionary, tech stipend, retreats and grant budgets.
• Our team works in QuickBooks Online, and we use Bill (formerly known as Divvy), Wise, and other tools for payments.

Managing Accounting and Reporting Functions

• Maintain internal controls in collaboration with the head of operations, and contribute to the annual audit process
• Enter cash disbursements and receipts into QuickBooks Online and collaborate with other operations team members to ensure all transactions are in our accounting platform on time
• Provide support with bookkeeping and consolidation entries for the UK and US entities, in collaboration with external bookkeepers
• Support issuing annual financial forms, such as 1099s, 1042s etc. within scope
• Manage how Epoch’s restricted and unrestricted fund balances are accounted for and reported to funders, and enter monthly restriction release entries
• Coordinate with and support our external accountants when required for soft reconciliation of accounting entries and ensuring the quality of accounting entries
• Manage and maintain QuickBooks online as a database (implement and update dimensions, groups and reports)
• Support the creation of monthly financial reports and management accounts

Finance Manager Only

• Support the head of operations in overseeing internal controls and the annual audit process
• Establish financial standard operating procedures
• Develop and maintain tools to understand and forecast the organization’s financial standing
• Managing accounting contractors and vendors, including any external CPA firms or bookkeepers

• Understanding of nonprofit finances and multi-entity accounting
• Knowledgeable in bookkeeping/accounting
• Understanding of nonprofit accounting fundamentals, including GAAP compliance.
• Highly organized and attentive to detail
• Advanced knowledge and experience using Excel / Google Sheets
• Familiarity with QuickBooks
• Great communication skills, and comfort with open and direct communication.
• Financial operations experience in fast-paced environments, particularly in high-growth or startup environments
• Strong project ownership with proven ability to drive results and solve problems independently
• Comfortable working in a remote setting
• Interest in and understanding of Epoch AI’s mission

• 2 or more years of experience in a finance operations role in a financially complicated non-profit, with multiple legal entities and restrictions on funds.
• Knowledge of IFRS.

Compensation

• Annual salary for a Finance Associate between $65,000 and $75,000 USD pre-tax.
• Annual salary for a Finance Manager between $75,000 and $90,000 USD pre-tax.
• Salaries are not restricted to USD, and contracts and payments are usually in local currencies. Conversions from USD are based on a 1-year-average exchange rate that is updated annually.

Other Benefits

• Epoch AI is committed to safeguarding the wellbeing of our team and as such we offer a comprehensive benefits package depending on location:
  • Epoch AI – List of Employee Benefits - Non-USA
  • Epoch AI – List of Employee Benefits - USA

• Location: Fully remote and we can hire in most countries, but US candidates are strongly preferred. We require at least 4 hours of overlap with PST working times.
• Language: Please submit all of your application materials in English, and note that we require professional-level English proficiency.
• Travel: Travel is not an essential requirement for this position. However, a majority of our staff travel a few times per year for conferences, team and all-staff retreats, and other work-related purposes. In most cases, travel is not mandatory, but encouraged. If, for any reason, you would prefer not to travel for work, please do not be discouraged from applying. Depending on the event, we can likely make accommodations, such as allowing virtual participation when possible.
• Inclusivity: We invite anyone who is interested to apply, regardless of background, experience, or credentials. We will select candidates mostly based on their performance in our selection process, putting only limited weight on CVs.

Additional Information

• Please email [email protected] if you have any questions about this role, accessibility requests, or if you want to request an extension to the deadline.
• Epoch AI is committed to building an inclusive, equitable, and supportive community for you to thrive and do your best work. We’re committed to finding the best people for our team, so please don’t hesitate to apply for a role regardless of your age, gender identity/expression, political identity, physical abilities, veteran status, neurodiversity or any other background.