Operations Manager - Lovejoy & Numbers

Job Title:
Operations Manager (Part-Time)
 

Overview
We are seeking a detail-oriented and motivated individual to support general operational activities on a part-time basis. The successful candidate will work closely with the company owner and senior management team to handle all operational functions necessary to deliver superior client service.
 

Mission Statement
You will play a critical role in providing operational support, ensuring the integrity and efficiency of our team’s day-to-day functions. Your contributions will directly impact our financial accuracy and operational success.
 

Benefits

• You will have a flexible schedule, allowing you to balance work with life's demands.
• You will receive holiday pay, giving you time to enjoy and celebrate special occasions with family.
• You will thrive in a work culture that fosters both personal and professional growth, providing time and support to advance in your career.
• You will have the opportunity to become proficient in tools essential to running the business, helping you develop transferable skills.
• You will join a team with over a decade of experience, offering confidence and peace of mind for a bright and financially secure future.

Key Responsibilities
Project Management and System Improvements

• Oversee and manage the project management tool (Financial Cents), implementing process improvements and ensuring team adherence to workflows.
• Manage the creation, maintenance, and updates of Standard Operating Procedures (SOPs) to ensure consistency and efficiency.
• Track deadlines across various processes, communicating risks or delays to relevant stakeholders.

Proposal Process Coordination

• Coordinate the proposal process, maintaining up-to-date templates, sending proposals to prospects, and managing follow-up to secure new business.

Staff Payroll and Approval

• Process payroll and expense reimbursements, ensuring timely approval by the owner and prompt payments.

Client Onboarding

• Lead the client onboarding process, ensuring a smooth experience for new clients.

Marketing and Social Media Coordination

• Collaborate with the social media and marketing teams to align with the firm’s business development goals and promotional strategies.

Vendor and Supplier Management

• Manage relationships with external vendors, suppliers, and service providers, ensuring contracts are current and costs are controlled.

Reporting and Analytics

• Generate reports on operational performance, including client retention, productivity metrics, and financial performance.

Technology Integration

• Work with IT and external partners to identify new technologies that improve efficiency or enhance client service.

Skills Required

• Ability to work independently, prioritize tasks effectively, and adapt to a fast-paced, flexible work environment.
• Strong process improvement orientation, consistently looking to streamline workflows.
• Proactive problem-solving skills to ensure efficient task completion.
• Organizational skills to manage multiple responsibilities, including SOP updates, project deadlines, and team coordination.
• Proficiency with project management tools and/or processes to support daily tasks and long-term projects.
• Excellent communication skills to ensure smooth information flow between the owner, staff, clients, and vendors.
• Collaborative abilities to work effectively with marketing, social media, and external teams.
• Strong attention to detail in managing payroll, deadlines, proposals, and vendor relationships.
• Self-starter mentality, aligning with the firm’s "just get the work done" culture.
• High level of integrity and discretion in handling sensitive financial and operational information.