About the Role

The Business Operations Manager is a key operational leader responsible for driving financial excellence, resource optimization, and process efficiency across the agency. This multifaceted role bridges financial management, project operations, and human resources administration to ensure the agency runs smoothly and profitably. Working closely with the COO and department heads, you'll help build and maintain the operational infrastructure that supports our creative excellence and client success.

Responsibilities

Financial Controls:

Provide operational reporting, including KPI reports, project status updates, and project closure documentation in collaboration with accounting and accounts teams.
Analyze financial performance against key business metrics and document pertinent financial highlights that enable management to determine progress against budgets and business plans.
Manage accounts receivable processes, ensuring that clients are invoiced on time and with accuracy.
Manage accounts payable approvals, ensuring invoiced work aligns with completed scopes.
Oversee tracking, validation and timely invoicing of reimbursable client expenses.
Support the COO in monthly, quarterly, and annual forecasting, margin tracking, and financial oversight across all active projects and retainers.
Support the COO in annual budgeting exercises, and maintain and update the overall financial budget throughout the year as things evolve.
Develop departmental budgets to be reviewed and maintained by department heads, and collaborate throughout the year to ensure accuracy in budget utilization aligned with the overall financial budget.
Conduct variance analysis to compare actual results to budget and forecast, identifying key drivers of deviation.
Monitor cash balances and forecasts to ensure liquidity and effective cash management.
Manage banking relationships, and ensure appropriate banking controls are maintained.
Optimize working capital and recommend strategies to improve cash flow.
Oversee the agency's bookkeeper and ensure accuracy in the financial closure process, including all necessary accruals for assets and liabilities.
Oversee and collaborate with the agency's Tax Accountant to ensure accuracy in tax preparation and filings, and timely payment of all tax liabilities.
Manage the annual insurance renewal process for the agency's insurance policies.
Manage the annual certification and recertification process with business and government agencies.

Project Scoping & Resource Management:

Oversee the preparation and lead the review of Scopes of Work for both clients and third parties, ensuring clarity, accuracy and that key legal considerations are addressed and handled. Liaise with the agency's external counsel as needed for special needs.
Oversee the recruitment and onboarding of third-party vendors and contractors from evaluation through to negotiation and contract execution.
Support RFP processes and lead the collaboration with client procurement departments to ensure they have the necessary business and financial information to successfully pitch and win.
Maintain the accuracy and reliability of operational systems and databases, including full-time and contractor resource management systems.
In collaboration with new business and account management teams, develop thoughtful and well-crafted budgets for the agency's projects that meet client needs and the agency's financial goals.
Oversee the initiation of project setups in collaboration with the Business Operations Coordinator across operational platforms (HubSpot, Harvest, Forecast, AirTable, and Asana).

Process & Technology Management:

Working closely with the COO, help with:

Systems management, including creating and managing user accounts, systems permissions, and technology subscriptions.
The agency's office management, including lease renewals, coordinating office security and technology maintenance, and other physical plant maintenance requirements.
Identify, manage, and implement process improvements and automation to optimize resource utilization.
Standardize financial and operational processes to enhance efficiency and leadership visibility.
Drive continuous improvement in workflow, financial systems, and resource planning.

Human Resources Management:

Oversee the agency's semi-annual performance review process.
Oversee and manage the agency's PTO schedules, ensuring that PTO is captured accurately in HRIS and financial systems, and are reflected in resourcing systems.
Oversee the agency's HRIS system, and collaborate with the COO on annual decisions including Benefits Selection and Enrollment, and annual training requirements.
Maintain accurate personnel files.
Liaise with outside parties as needed to manage human resource requirements, including leave management.

Qualifications

5-7 years of experience in operations, finance, or project management in a creative agency environment.
Strong financial acumen with experience in budgeting, forecasting, and financial reporting.
Proven track record of implementing and improving operational processes.
Experience with project management and resource allocation in a service-based business.
Proficiency with operational tools and systems, including HubSpot, Harvest, Forecast, Asana, and financial management software.
Experience managing or supporting HR functions, including benefits administration and employee records management.
Bachelor's degree in Business Administration, Finance, Operations Management, or related field.
Experience with agency operations and project financial management.
Knowledge of marketing agency workflows and project lifecycles (preferred).
Experience with vendor contract management and negotiation (preferred).

The Ricciardi Group

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Business Operations Manager