About the job
As Director of Operations, responsibilities include overseeing workflow efficiency, maintaining and updating databases, accounts payable and accounts receivables. Duties also involve managing invoices in collaboration with the Accountant and President, ensuring compliance with firm policies and regulatory requirements. The role provides operational support by backing up our different teams and tracking critical deadlines. Additionally, the position involves generating weekly reports on key metrics and maintaining accuracy in various tracking tools to ensure smooth operations.
Job responsibilities
Workflow Efficiency:
- Maintain up to date knowledge of various systems and databases. ● Monitor workflow efficiency and suggest improvements as needed. ● Address bottlenecks or challenges in daily tasks.
- Collaborate with the CPA for precise record-keeping
- Deposit and track incoming receivables.
- Ensure accurate and prompt distribution to vendors.
- Collaborate with the Accountant for accurate fund tracking and firm records.
Invoice Management:
- Pay invoices promptly and accurately.
- Coordinate with the Accountant and President as needed.
- Ensure proper tracking and association with clients.
Compliance and Policies:
- Ensure policy adherence by all employees.
- Assist Firm President in administrative procedures to run the firm.
Reporting:
- Coordinate with all teams to provide weekly reports on key company stats.
- Provide key performance metric reports.
Operational support:
- Back up other teams when needed to keep divisions on track. ● Track due dates for BBO memberships, insurance payments, rent payments, and the like.
- Maintain Check Tracker, Commission Trackers.
- Audit file updates recorded in CRM and CM systems .
- Ensure smooth operation of the business.
What does success look like?
- Seamless workflow that maximizes efficiency and client success Well documented SOPs for all members of the team
- A strong team/collaborative environment that enables continuous improvement
- Clear roadmap for the companies operational environment in the short and long term with alignment from the whole team
Job requirements
- BA from a 4 year college or experience equivalent
- Familiarity with QuickBooks
- Operations experience at a non-profit organization or private company
- Exceptional understanding of technology and web based applications
Bonus (non-require skills)
- Spanish fluency
- Prior IT experience
- Prior marketing experience
