aidkit - Controller

• Financial close, general ledger, accounting judgments, revenue accounting, reconciliations, financial reporting, audit readiness, AR/AP accounting, and financial controls. • Approximately 20% — Treasury & payment operations oversight • Cash and banking oversight, program funds, payment-provider reconciliation, payment controls, funding readiness, treasury operations, and material payment or funding exceptions. • Approximately 10% — Systems, automation & process improvement • Improving financial systems, reducing manual work, strengthening documentation and controls, creating scalable workflows, and partnering with Engineering and Business Operations on financial infrastructure. • Approximately 10% — Tax preparation & compliance • Coordinating corporate income tax preparation with external tax advisors, managing sales and franchise tax obligations, maintaining accurate supporting records and filing calendars, and ensuring required filings and payments are completed accurately and on time. • The Controller reports directly to the CEO and works closely with AidKit's fractional CFO, who owns FP&A and advises the company on forecasting, pricing, financial planning, scenario modeling, and other strategic finance matters. • WHAT YOU'LL OWN • ACCOUNTING AND FINANCIAL CLOSE • You will be fully accountable for the accuracy and integrity of AidKit's books. • Own the monthly and annual financial close process along with subsidiary ledgers • Maintain the general ledger and ensure transactions are accurately recorded and classified • Prepare and review balance sheet reconciliations and supporting schedules • Own accounting for accruals, pre-paids, payroll, receivables, payables, deferred items, program funds, and other significant accounts • Make and document accounting judgments and ensure consistent application of accounting policies • Own revenue accounting and ensure revenue schedules tie to underlying contracts, operational activity, and source systems • Review financial statements for completeness and accuracy before close • Identify and resolve accounting issues before they result in post-close adjustments • Produce reliable monthly financial reporting and supporting analysis • Maintain an accounting environment that is continuously audit-ready • You will own the complete financial reconciliation framework connecting operational systems to AidKit's books. • Establish reconciliation standards, schedules, documentation, and exception-management processes • Ensure bank accounts reconcile to the general ledger • Ensure payment-provider balances reconcile to underlying transaction activity and the general ledger • Ensure program-fund records reconcile to funding received, payments made, fees, returns, and remaining balances • Ensure AR and AP sub-ledgers reconcile to the general ledger • Investigate unexplained or aged reconciling items and drive them to resolution • Build controls that identify discrepancies quickly rather than discovering them months later • There should not be a gap between operational reconciliation and accounting reconciliation. The Controller is ultimately responsible for ensuring the entire chain reconciles. • ACCOUNTS RECEIVABLE • You will own the financial integrity of AidKit's billing and collections processes. • Maintain billing schedules based on executed contracts and confirmed program milestones • Partner with Program Management and Contracts to confirm billing triggers where necessary and ensure ASC 606 revenue recognition alignment • Prepare and send invoices and routine collections follow-ups; apply cash receipts; reconcile AR aging; and resolve billing and payment discrepancies. • Maintain visibility into expected and overdue partner payments • Escalate material collection issues • Ensure AR activity is accurately reflected in the general ledger and revenue schedules • Improve and automate billing and collection workflows wherever practical • ACCOUNTS PAYABLE AND SPEND OPERATIONS • You will own AidKit's AP and spend-control environment. • Prepare vendor records and bills; own final accounting review, expense classification, the Ramp-to-Rillet sync, and payment preparation and release within established approval controls. • Partner with People Operations on employee cards, receipt collection, reimbursements, and preliminary expense coding (we use Ramp). • Ensure expenditures are appropriately authorized, documented, classified, and recorded • Own AP cutoff and expense accrual processes • Maintain accurate vendor and payable records • Maintain appropriate segregation of duties and approval controls • Improve and automate recurring AP and expense workflows • PROGRAM FUNDS AND PAYMENT OPERATIONS • AidKit's partners entrust us with significant amounts of money that ultimately need to reach program participants accurately and reliably. The Controller owns the financial integrity of that lifecycle. • Maintain financial oversight of program funds from receipt through disbursement and final closeout • Verify receipt and availability of partner funding before payments begin; complete financial payment-readiness checks; and administer RoboController fund anticipation and program subledgers. • Own financial account and subledger setup for new programs, coordinating launch timing and requirements with Operations. • Maintain visibility into program balances, disbursements, fees, returned payments, outstanding transactions, and remaining funds • Oversee financial controls around participant payment operations and funds movement • Reconcile program funding, participant disbursements, bank activity, payment-provider balances, fees, returns, and remaining funds • Ensure payment activity and program-fund activity are accurately reflected in the general ledger • Investigate discrepancies and drive them through resolution • Own financial closeout of programs, including final reconciliation, preparation of partner financial reports, calculation of unused funds, and execution of authorized returns where required. • Partner with Program Management to anticipate upcoming funding and payment needs • TREASURY AND CASH OPERATIONS • You will own AidKit's day-to-day treasury environment. • Oversee company cash and banking operations • Log and deposit checks under documented controls, record cash receipts in the cash tracker, and reconcile receipts in Rillet, coordinating financial-mail handoff with People Operations. • Manage bank-account administration, authorities, access, and approval structures • Execute authorized transfers between bank accounts and payment partners across payment rails and update the Fund Movement Log accordingly • Maintain strong controls around cash movement and authorization • Establish escalation procedures for unusual, high-value, or higher-risk transactions • Maintain accurate visibility into cash balances, upcoming obligations, expected receipts, and known commitments • Provide reliable cash and working-capital information to the CEO and fractional CFO • Ensure treasury activities are completed accurately, securely, and on time • CONTROLS, AUDIT, AND FINANCIAL READINESS • You will build and maintain a financial-control environment appropriate for a company entrusted with both corporate and program funds. • Own accounting controls and documentation • Follow internal controls policies to prevent fraud and ensure proper checks and balances on financial transactions with support from the executive team • Maintain appropriate authorization, approval, and access controls across financial systems • Periodically review banking, accounting, payment, and spend permissions • Maintain a clear evidence trail supporting significant balances and transactions • Own financial preparation for annual audits and other accounting reviews • Coordinate accounting support for tax preparation, diligence, insurance, compliance reviews, and other external requests • Own operational tax-compliance workflows, including filing and payment calendars, jurisdiction-level financial-data preparation, tax-portal administration, and authorized payment execution, coordinating with Contracts & Compliance and external tax advisers. • Identify weaknesses in financial processes and implement practical controls to address them • Surface material accounting, treasury, payment, fraud, or control risks promptly to the CEO • SYSTEMS AND AUTOMATION • We do not want to solve increasing financial complexity by continually adding manual work. • Own Rillet and other finance-system administration, accounting configuration, and finance-system vendor escalations, coordinating access and security requirements with the relevant systems owners. • Build reliable and auditable spreadsheets when spreadsheets are the right tool • Improve mappings, integrations, reporting, templates, and checks across financial systems • Identify recurring manual processes that create risk or consume unnecessary time • Automate reconciliation, reporting, invoicing, collections, balance monitoring, and other recurring processes where practical • Partner with Engineering and Business Operations when financial workflows require product or technical improvements • Build systems capable of supporting increased payment and program volume without proportional increases in finance headcount • HOW THIS ROLE WORKS WITH THE REST OF AIDKIT • The Controller reports directly to the CEO and is the CEO's primary internal owner for the integrity of AidKit's accounting and day-to-day financial operations. The Controller is expected to surface material financial, accounting, treasury, payment, and control issues early and provide clear, decision-ready information. • AidKit's fractional CFO owns FP&A and supports the CEO and leadership team with forecasting, financial planning, pricing analysis, scenario modeling, and other strategic finance questions. The Controller provides the accurate accounting, cash, revenue, AR, AP, and operational data that makes this work possible. • The relationship should be highly collaborative, but the accountability is distinct: the Controller owns the accuracy of the financial record and financial operations; the fractional CFO owns forward-looking financial analysis and strategic finance advice. • Program Management • Program Management owns program delivery, program requirements, partner relationships, participant eligibility, and programmatic payment decisions. The Controller owns the financial systems and controls required to receive, safeguard, move, reconcile, and account for the associated funds. • Engineering owns payment-system architecture, integrations, and technical implementation. The Controller defines the accounting, financial-control, treasury, and reconciliation requirements those systems need to satisfy. • Mission Control • Sr. Director of Operations: coordinates program funding needs, timing, partner commitments, and contractual changes. The Controller owns financial validation, execution, recording, reconciliation, and controls. • Director of Risk, Compliance, and Contracts: owns the respective legal, regulatory, contractual, and compliance areas. The Controller ensures financial processes adhere to established requirements and works with these teams when financial operations introduce risk or control considerations. • People Operations Manager: owns employee-facing Ramp administration, cards, receipt follow-up, reimbursement workflows, and preliminary expense coding. The Controller owns final accounting review, the Rillet sync, reconciliation, and financial approval controls. • AidKit's books are accurate and close occurs on a predictable schedule. • Accounting judgments are well-reasoned, documented, and consistently applied. • The CEO and fractional CFO can rely on financial information without independently reconstructing or validating the underlying accounting. • Audits and diligence do not require a scramble to reconstruct financial records. • Company cash, program funds, payment-provider balances, AR, AP, and the GL reconcile consistently. • AidKit can quickly explain where program funds are, what has been disbursed, what remains outstanding, and what remains available. • Payment and funding discrepancies are identified quickly and resolved rather than accumulating. • Material financial and payment risks surface before they become emergencies. • AR and AP are timely, accurate, and controlled. • Banking and payment-provider relationships are actively managed. • Critical financial processes are documented and have appropriate backup coverage. • Manual financial work declines as systems and automation improve. • AidKit can support increasing payment volume without financial operations becoming more fragile or requiring proportional growth in headcount. • Above all, AidKit can trust its numbers and trust its money movement.