Job Description:

The Business Operations Manager is a highly organized, hands-on operational leader who helps keep the business running efficiently and ensures important initiatives move from idea to execution.
Reporting directly to the President, this role serves as a cross-functional resource across business operations, financial administration, executive reporting, trade shows and events, marketing coordination, and special projects.
This is an ideal role for someone who enjoys variety and is comfortable moving between detailed recurring responsibilities and new business priorities. One day may involve preparing executive scorecards or resolving a billing issue, while another may involve coordinating a trade show, supporting a customer communication, improving a business process, or helping leadership execute a new initiative.
The ideal candidate is analytical, highly organized, resourceful, and comfortable taking ownership of unfamiliar assignments. This individual is a proactive problem-solver who identifies what needs to be done, determines the appropriate resources, and drives work through completion.
Key Responsibilities
Business Operations & Administration
• Coordinate recurring operational processes and ensure key business activities are completed accurately and on schedule.
• Support customer contract administration, including new customer setup, renewals, pricing changes, subscription updates, and billing changes.
• Maintain accurate customer, financial, and operational records.
• Document business processes and identify opportunities to improve efficiency, accuracy, and consistency.
• Coordinate cross-functional initiatives involving Sales, Customer Success, Professional Services, Product, Finance, and other teams.
• Support internal audits, compliance activities, and operational documentation.
• Track key projects, deliverables, owners, and deadlines to ensure appropriate follow-through.
• Support the President and leadership team with special projects and emerging business priorities.
• Serve as a flexible operational resource, stepping in to coordinate projects and solve problems across the organization as business needs evolve.
Financial Administration
• Coordinate customer invoices accurately and on schedule.
• Maintain recurring billing schedules and customer subscription records.
• Monitor accounts receivable and coordinate collection activities with customers and corporate finance partners.
• Research and resolve billing discrepancies in collaboration with customers and internal teams.
• Process and coordinate vendor invoices and accounts payable activities in accordance with company procedures.
• Assist with month-end close activities, reconciliations, and financial reporting.
• Maintain organized financial documentation and supporting records.
• Identify opportunities to improve and automate recurring financial and administrative processes.
Executive Reporting & Business Analysis
• Own the preparation and distribution of weekly, monthly, and quarterly business scorecards and KPI reporting.
• Compile financial, sales, customer, and operational data from multiple systems to support leadership reporting.
• Prepare and maintain reporting for Quarterly Success Reviews (QSRs), forecasts, budgets, and other recurring management reviews.
• Validate data for completeness, consistency, and accuracy and investigate reporting discrepancies.
• Develop and maintain recurring reports and dashboards that improve visibility into business performance.
• Analyze trends and highlight meaningful risks, opportunities, and performance variances for leadership.
• Continuously improve the efficiency and automation of recurring business reporting.
Trade Shows, Events & Marketing Coordination
• Coordinate the company's participation in industry trade shows, conferences, customer events, and company meetings.
• Maintain the annual trade show and industry event calendar and coordinate planning with leadership.
• Manage event logistics, including registrations, sponsorship requirements, booth materials, shipping, promotional items, schedules, travel coordination, and internal communications.
• Coordinate customer and prospect meeting schedules surrounding key industry events.
• Partner with Sales and Customer Success on pre-event planning and post-event follow-up, including attendee lists, leads, opportunities, and customer engagement.
• Support marketing execution, including customer communications, email campaigns, social media coordination, website updates, presentations, collateral, and promotional materials.
• Coordinate with internal and external resources to ensure marketing and event deliverables are completed accurately and on time.
• Help measure the effectiveness of trade shows and marketing initiatives through leads, opportunities, customer engagement, and other relevant metrics.
Cross-Functional & Special Projects
• Partner closely with Finance, Sales, Customer Success, Professional Services, Product, and Leadership to support company priorities.
• Take ownership of operational issues that cross departmental boundaries and help drive them to resolution.
• Assist leadership with research, analysis, presentations, process changes, and other ad hoc business needs.
• Coordinate projects where no single functional department has clear ownership.
• Build strong working relationships with employees, customers, vendors, and business partners.
• Maintain strict confidentiality of financial, operational, employee, and customer information.
Qualifications
Education & Experience
• Bachelor's degree in Business Administration, Finance, Accounting, Marketing, or a related discipline preferred; equivalent relevant experience will be considered.
• Three or more years of experience in business operations, financial administration, project coordination, accounting, or another cross-functional business role.
• Experience with customer billing, accounts receivable, accounts payable, and business reporting preferred.
• Experience preparing management reports, scorecards, KPIs, or business performance metrics.
• Experience coordinating projects, events, trade shows, or marketing initiatives strongly preferred.
• Experience in a SaaS, technology, software, or recurring-revenue business is a plus.
Technical Skills
• Strong Microsoft Excel skills, including PivotTables, XLOOKUPs, formulas, charts, and data analysis.
• Strong proficiency with Microsoft Office applications, including PowerPoint.
• Experience with ERP or accounting systems such as QuickBooks, Xledger, Microsoft Dynamics GP, or similar platforms.
• Experience with CRM systems, particularly Salesforce, preferred.
• Experience with reporting tools, dashboards, marketing platforms, or project-management applications is beneficial.
• Ability to quickly learn and effectively use new business applications and technology.
Professional Competencies
• Resourceful and comfortable taking ownership of unfamiliar assignments, with the ability to quickly assess needs, identify the right resources, and drive work through completion.
• Demonstrates a "utility player" mindset and willingness to step outside traditional functional boundaries to support evolving business priorities.
• Proactive problem-solver who identifies gaps, takes initiative, and follows through without requiring significant direction.
• Highly organized with exceptional follow-through and attention to detail.
• Strong analytical and critical-thinking skills.
• Comfortable moving between detailed administrative responsibilities and broader operational projects.
• Strong project coordination and time-management skills.
• Ability to manage multiple priorities and deadlines simultaneously.
• Strong written and verbal communication skills.
• Professional, collaborative, and customer-focused.
• High degree of integrity and discretion when handling confidential information.
• Self-motivated and capable of working independently while collaborating effectively across teams.
• Continuous-improvement mindset with a desire to simplify processes and improve operational effectiveness.
• Willingness to travel periodically to support trade shows, customer events, and company meetings.
Success Measures
Success in this role will be measured by:
• Accurate and timely customer invoicing and financial administration.
• Effective management and reduction of outstanding accounts receivable.
• Accurate and timely executive scorecards, QSR materials, and KPI reporting.
• High level of data accuracy and integrity across financial and operational reports.
• Successful execution of trade shows, conferences, and company events within established timelines and budgets.
• Effective execution and coordination of assigned marketing initiatives.
• Consistent follow-through on cross-functional projects and leadership priorities.
• Identification and implementation of process improvements that reduce manual effort and improve efficiency.
• Strong responsiveness and service to customers and internal stakeholders.
• Ability to identify operational gaps, take ownership, and drive issues through resolution.
• Demonstrated flexibility and willingness to take on new responsibilities as the needs of the business evolve.
What Success Looks Like
The successful Business Operations Manager becomes a trusted resource across the organization-someone leadership and team members can rely on to organize complex work, solve problems, follow through on commitments, and help get important initiatives across the finish line.
This individual will bring structure where needed, identify opportunities to improve how the business operates, and willingly take ownership of priorities that may not fit neatly within one department or traditional job function.

Business Unit:
Efficient Workflow Solutions
Scheduled Weekly Hours:
40
Number of Openings Available:
1
Worker Type:
Regular