Finance Director

Finance Director Position Description

Company Overview

Our client is a growing full-service fuel oil and HVAC dealer serving residential and commercial customers across multiple locations. Following a strategic acquisition that increased delivery volume and service sales,They are looking for support in maintaining its operational excellence, customer service, and sustainable growth. As we integrate this acquisition and build our management infrastructure, we are seeking a Finance Director to serve as a key member of our leadership team.

Position Summary

The Finance Director will serve as primary in-house financial professional, working in close partnership with our Fractional CFO to provide comprehensive financial management, analysis, and strategic support. This role is critical to our success during a pivotal growth phase, requiring someone who can execute detailed financial work, translate complex data into actionable insights, and collaborate effectively across all levels of the organization.

This is a hands-on role that combines technical financial expertise with practical business acumen. The ideal candidate will be equally comfortable preparing detailed variance analyses, discussing operational challenges with department managers, and presenting strategic recommendations to ownership.

Reports to: Owner/President (dotted line to Fractional CFO for technical guidance and work coordination)

Location: Oakdale, NY with occasional travel to other company locations

Employment Type: Full-time, Exempt

Key Responsibilities

Financial Planning & Analysis

• Budget Management & Variance Analysis
• Conduct detailed variance analysis identifying root causes and trends
• Calculate and monitor financial ratios and bank covenant compliance
• Develop scenario models for strategic decision-making
• Lead annual budget development process
• Create rolling 13-week cash flow forecasts with weekly updates
• Performance Reporting & Dashboards
• Prepare Weekly Financial Pulse reports (cash position, AR/AP status, fuel margins, service profitability, key variances)
• Develop and maintain KPI dashboards tracking operational and financial metrics
• Generate monthly P&L, balance sheet, and cash flow analysis packages
• Create visual presentations of financial data for management review
• Prepare quarterly business review materials

Acquisition Integration & Analysis

• Integration
• Track revenue and gallon trends for acquired customer base
• Analyze customer retention by segment (COD vs. full-service)
• Monitor margin performance by customer segment
• Identify and quantify cost synergies and integration opportunities
• Maintain integration issue log and track resolution progress
• Conduct comparative analysis of acquired vs. legacy business performance
• Support pricing optimization initiatives with data-driven recommendations
• Strategic Analysis
• Evaluate profitability across all lines of business
• Assess pricing strategies and competitive positioning
• Support investment opportunity evaluation and research

Operational Financial Management

• Margin & Profitability Management
• Monitor and analyze margins across all product lines (heating oil, diesel, service contracts, repairs, installations)
• Track daily/weekly fuel margin trends and alert management to significant variances
• Review service department pricing and profitability by job type
• Coordinate monthly vendor bid process for service purchases
• Implement and maintain inventory controls and reconciliation processes
• Analyze diesel program performance and address accounting variances
• Expense Management
• Review departmental expenses monthly, identifying cost reduction opportunities
• Analyze spending patterns and benchmark against industry standards
• Support capital expenditure planning and ROI analysis
• Evaluate payment processing costs and vendor contracts

Compliance & Reporting

• Regulatory & Tax Compliance
• Prepare and file monthly, quarterly, and annual sales tax returns
• Complete PBT (Petroleum Business Tax) reporting
• File IRS Form 720 (Federal Excise Tax)
• Submit MT-903 filings (Motor Fuel Tax)
• Coordinate insurance audits (workers' comp, general liability)
• Maintain documentation for compliance and audit purposes
• Banking & Insurance Coordination
• Prepare materials for bank covenant reporting and reviews
• Coordinate insurance schedule reviews and renewals (medical, general liability, workers' comp)
• Support hedging contract purchase process for capped & fixed price customers

Collaboration & Communication

• Cross-functional Partnership
• Conduct weekly coordination meetings with Fractional CFO
• Partner with operations managers to understand business drivers
• Communicate financial insights to non-financial stakeholders
• Support V. Pres of Operations with financial aspects of operational decisions
• Coordinate with external accountant on year-end and tax matters
• Participate in management team meetings and strategic planning sessions

Required Qualifications

Education & Certification

• Bachelor's degree in Accounting, Finance, or related field (required)
• CPA, CMA, or MBA (strongly preferred)
• Minimum 7-12 years of progressive financial management experience
• Experience in distribution, energy, service-based, or similar industries (preferred)

Technical Skills

• Advanced Excel proficiency (pivot tables, VLOOKUP, complex formulas, data visualization)
• Accounting software expertise (QuickBooks)
• Financial analysis and modeling
• Dashboard and reporting tools
• Tax and compliance reporting

Core Competencies

Financial

• Deep understanding of financial statements and their interrelationships
• Ability to identify trends, anomalies, and root causes in financial data
• Strong grasp of working capital management and cash flow dynamics
• Understanding of debt covenants and banking relationships

Analytical

• Exceptional attention to detail with ability to see the big picture
• Problem-solving orientation with creative solution development
• Data-driven decision-making approach
• Ability to conduct complex analysis and present findings simply

Business Partnership

• Collaborative mindset with ability to influence without direct authority
• Comfort working with operators and translating between finance and operations
• Customer service orientation toward internal stakeholders
• Ability to build credibility and trust across the organization

Communication

• Excellent written communication for reports and presentations
• Strong verbal communication for explaining financial concepts to non-financial audiences
• Active listening skills to understand business needs and concerns
• Professional presence for interaction with owners, bankers, and external partners

Adaptability

• Comfort with ambiguity during growth and integration phases
• Self-starter who can work independently with minimal supervision
• Flexibility to adjust priorities as business needs evolve
• Willingness to "roll up sleeves" and handle diverse tasks

Industry Alignment

• Understanding of or interest in learning the heating fuel and HVAC service industry
• Appreciation for seasonal business dynamics and working capital cycles
• Comfort with commodity price volatility and margin management
• Interest in family-owned business culture and values

Compensation & Benefits

• Salary Range: $115,000 - $125,000 (commensurate with experience and qualifications)
• Performance Bonus: Discretionary annual bonus based on company and individual performance
• Health Benefits: Comprehensive medical, dental, and vision insurance
• Retirement: 401(k) plan with company match
• Paid Time Off: Competitive PTO package plus paid holidays
• Work Environment: Collaborative team culture with direct access to ownership

Work Environment & Schedule

• Standard Hours: Monday-Friday, 8:00 AM - 5:00 PM (some flexibility available)
• Busy Periods: Extended hours may be required during month-end close, budget season, and heating season (October-March)
• Work Setting: Office-based with modern technology and tools; occasional visits to other locations or vendor sites
• Physical Requirements: Primarily desk work with standard office equipment; occasional lifting of files or materials up to 25 lbs

Why Join

• Impact: Play a critical role during a transformational growth phase where your contributions directly influence success
• Partnership: Work alongside an experienced Fractional CFO who will provide mentorship and support your professional development
• Growth: Join a company committed to sustainable growth with opportunities for your role to evolve
• Culture: Family-owned business that values relationships, integrity, and long-term thinking
• Industry: Essential service business with stable demand and recession-resistant characteristics
• Autonomy: Trusted position with significant responsibility and authority to make improvements