Business Operations Specialist

Job Description

Business Operations Specialist

Company: CakeBoxx Technologies

Location: McLean, VA (On-site; not a remote or work-from-home position)

Salary: Negotiable

Job Type: Full-time

Eligibility: Open to the public. The ideal candidate is a detail-oriented and highly skilled accounting professional with experience in managing the full financial lifecycle—accounting, reporting, payroll, tax, compliance, and forecasting—in a dynamic and growing company environment.

About Us: CakeBoxx Technologies is an innovative, global leader in sustainable, optimized supply chain solutions for high-value, high-consequence, mission-essential, and oversized cargo. We design and build safe, secure, and efficient containers and platforms for end-to-end transport and storage, addressing ever-changing challenges and risks. Advantages of our flexible, resilient solutions include improved operational efficiency, reduced costs, increased profitability and cargo velocity, enhanced worker safety, reduced carbon footprint, and Zero-Defect deliveries.

Company: CakeBoxx Technologies

Location: McLean, VA (On-site; not a remote or work-from-home position)

Salary: $70,000 – $95,000 per year (commensurate with experience)

Job Type: Full-time

Position Overview:

CakeBoxx Technologies is seeking a sharp, resourceful, and experienced Business Operations Specialist to lead critical financial and administrative operations that support our executive team and overall business performance. This is a high-visibility, full-time, on-site role that demands precision, accountability, and the ability to thrive in a dynamic, mission-driven environment.

The ideal candidate is a self-starter with a strong command of accounting, payroll, and financial systems—specifically QuickBooks—and the judgment to anticipate needs, solve problems independently, and follow through without being asked. They will manage the full financial lifecycle from invoicing to tax filings, while also owning operational support functions such as onboarding, documentation, internal compliance, and executive-level coordination.

This role is best suited for someone who is detail-driven, process-minded, and takes initiative to keep operations running smoothly. The Business Operations Specialist will support continuous improvement across finance, HR, and administration—helping maintain structure, accuracy, and accountability as CakeBoxx grows and expands its operations.

Key Responsibilities

Accounting & Bookkeeping

Manage full-cycle accounting and monthly close activities including bank/credit card reconciliations, AR/AP schedules, WIP, deferred revenue, and inventory tracking.

Maintain accurate and up-to-date financial records in QuickBooks.

Monitor AP inbox, verify and secure invoice approvals, and process payments.

Reconcile and review accounts, including bank statements, general ledgers and journal entries.

Prepare and review operational budget.

Post journal entries and oversee recurring payment schedules.

Issue vendor invoices and maintain up-to-date accounts receivable records to keep the CEO and COO informed of incoming payments.

Support the development and tracking of purchase orders to ensure accurate procurement and financial records.

Financial Reporting & Analysis

Prepare and deliver monthly financial reports: Profit & Loss, Balance Sheet, and Cash Flow.

Analyze financial data to maintain accurate records of assets, liabilities, tax obligations, and profitability.

Develop cost models to support product pricing strategies and margin optimization.

Forecast revenue and expenditures; update the annual budget based on PO pipelines and operational trends.

Create monthly financial status reports: AR/Billing Detail Report, Aging Detail Report, Statement of Receivables Report, etc.

General Administration & Office Management

Prepare high-quality executive documentation, including read-ahead materials, policy briefs, and internal communications.

Lead version control and document management within SharePoint, ensuring structured, audit-ready records that support transparency, compliance, and strategic operations.

Develop high-impact presentations and briefing materials for executive and customer meetings, applying analytical insight and business context to support decision-making and stakeholder engagement.

Monitor cross-functional task progress, flag delays, and help ensure teams stay aligned with project timelines and deliverables.

Maintain business registrations, certifications, and compliance filings (e.g., SAM, DUNS), ensuring timely renewals.

Oversee employee onboarding and offboarding processes, including documentation, system access, and payroll enrollment.

Maintain accurate employee records in compliance with federal, state, and company policies.

Support benefits administration, including enrollments, deductions, and employee communications.

Track and reconcile PTO, leave requests, and timekeeping to ensure payroll and project accuracy.

Draft, update, and maintain policies and standard operating procedures (SOPs) to support consistency across business operations.

Payroll, Tax & Compliance

Administer bi-monthly payroll using Paychex; manage benefit deductions and employee updates.

Manage payroll updates for new hires, terminations, pay changes, benefits, garnishments, and direct deposits.

Maintain and verify payroll records in Paychex and SharePoint files; ensure accuracy in all payroll transactions, benefits, and reimbursements; resolve discrepancies with Paychex as needed.

Create investment and settlement sheet analysis along with other work papers and schedules supporting individual, corporate and fiduciary returns

Ensure year-end filings are completed accurately and timely (W-2s, W-3s, 940s, K-1s for LLC members).

Maintain employee timekeeping and reimbursement records to support payroll and project tracking.

Prepare and coordinate the preparation of tax returns and other related tax documents

Support federal and state compliance requirements for tax and labor filings.

Qualifications & Experience

Required:

Bachelor’s degree in accounting, finance, business, or related field.

Minimum 5 years of experience in accounting and/or financial management roles.

Must possess strong proficiency in QuickBooks, Microsoft Excel, and PowerPoint, including the ability to develop financial models, create executive-ready presentations, and manage complex accounting workflows.

Demonstrated experience in full-cycle accounting, financial analysis, and tax compliance.

Strong written and verbal communication skills.

Ability to manage multiple priorities simultaneously while maintaining a high level of accuracy and meeting tight deadlines.

U.S. Citizenship (required).

Preferred Qualifications:

Veterans and prior military service applicants appreciated

Financial and Budget Management

Program Management

Quality Management Systems experience

Government relations experience

Second language skills (appreciated but not required)

Experience supporting HR/training and documentation control

CPA certification is preferred but not required.

Core Competencies

Detail-Oriented: Relentless focus on accuracy, data integrity, and process clarity. Holds self and others to a high standard in documentation and execution.

Multitasking & Prioritization: Skilled at managing multiple competing priorities simultaneously while keeping track of dependencies and deadlines.

Proactive Execution: Doesn’t wait to be told what to do—takes initiative to follow up, track progress, identify gaps, and ensure alignment to the COO’s direction.

Structured Thinker: Thrives in well-organized, process-driven environments; capable of building systems that bring order and repeatability to company operations.

Confidentiality & Discretion: Exercises sound judgment when handling sensitive personnel, financial, and operational information.

Adaptability: Comfortable adjusting to shifting priorities or evolving organizational needs, without losing focus or quality of work.

Benefits:

§ Health, Dental, and Vision Insurance

§ 401K with company match

§ Paid Time Off

§ Short- and Long-Term Disability Insurance

§ Tuition reimbursement and professional development opportunities

How to Apply: Interested candidates should send their resume, cover letter, with at least two (2) references, to Mr. Rico Millarez at attention to Mr. Erik Jensen, Chief Operating Officer. Please include “Business Operations Specialist” in the subject line of your email. If you have any questions, please email Mr. Millarez.Company Description

Please see our website at

This is an 'on-site' job located at our headquarters in McLean, Virginia. This is not a virtual position.

CakeBoxx Technologies is an innovative, global leader in sustainable, optimized supply chain solutions for high-value, high-consequence, mission-essential, and oversized cargo. We design and build safe, secure, and efficient containers and platforms for end-to-end transport and storage, addressing ever-changing challenges and risks. Advantages of our flexible, resilient solutions include improved operational efficiency, reduced costs, increased profitability and cargo velocity, enhanced worker safety, reduced carbon footprint, and Zero-Defect deliveries.

Full-time