Operations Manager

Operations Manager

ProSidian Consulting seeks an Operations Manager for its Charlotte, NC headquarters operations. The ProSidian Operations Manager plays a vital role in the growth, development, and sustainability of The Firm including support for Business Development, Engagement Delivery, and Business Continuity of Operations (policies, payroll, billing, book keeping, client management, reporting, etc.). In this visible position you will use your skills to participate in all phases of the business development and management process. This individual will plan, coordinate and also oversee various business functions which are performed by the other employees of the Firm. The Operations Manager will not only supervise the work of other employees but will also perform a wide range of tasks in the role as Operations Manager.

The key function of the Operations Manager at ProSidian Consulting is to be 'the right hand person' to the Managing Principal and will have responsibility for supporting The Executive Team (as necessary) to execute key strategies. The Operations Manager is a highly-motivated professional with great communication skills and understanding of day to day office management, bookkeeping, and client reporting guidelines.

ProSidian Operations Manager will work closely with the Firm's Management to ensure that the major objectives of the Practice are clearly communicated, well understood and executed upon. This individual will track key initiatives and help with execution/planning – both on an ongoing basis and in scheduling Practice and Solution Area meetings/events, participating in Client calls (as necessary), working closely with internal departments such as marketing, sales enablement, IT and Training and ensuring that initiatives are documented and executed in a very timely manner.

The Operations Manager will provide principal support in the ProSidian office by carrying out office procedures independently and handling a variety of situations and problems without supervision. The Operations Manager will assist in the daily growth, development, and sustainability of The Firm and assist with efforts of new business acquisition while expertly managing the needs of external customers. The Operations Manager will develop strong leadership and interpersonal skills in self and others.

BACK OFFICE SUPPORT

• Perform Contract Administration: including printing, signing, scanning & tracking;
• Manage Certificate of Insurance requests for project starts; determine requirements, make request, log & send to customer;
• Support Executive team with insurance and business license(s) renewals, banking & tax documentation requests; and miscellaneous tasks regarding ProSidian's business operations
• Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks.
• Supports Client Serving Engagement teams on Billing, Project Management, and other engagement deliverables and project related activities based on background, skillsets, and resource needs/availability as necessary or as applicable

BUSINESS DEVELOPMENT & SALES OPERATIONS SUPPORT:

• Performs financial and data analysis as requested on business development opportunities
• Works closely with the ProSidian Leadership to communicate our growth strategy and Best Practice initiatives
• Coordinates and interfaces with central Marketing, IT, Sales Enablement, and Training teams
• Helps coordinate business, sales, and marketing initiatives
• Maintains and supports proposal management systems (Pipelines, CRM. Bid Mgmt., Proposal Development, etc.)
• Works effectively with others across ProSidian to help create an open and collaborative environment in an effort to develop Best Practices, and free, clear, concise, and direct information flow
• Interacts and collaborates effectively with senior management, Sales leadership, and other senior ProSidian leaders

FINANCIAL MGMT., BOOKKEEPING, BUDGET AND REPORTING FUNCTIONS

• Demonstrates in-depth understanding of revenue/expense and cash flow management
• Manages reporting and executes timely and accurate analysis of Prosidian performance, including revenue, organic growth, and retention. Also tracks revenue, employees, etc. by line of business – including existing business that can be leveraged
• Bookkeeping via QuickBooks including entering items and running Financial Reports including monthly journal entries and other activities required to keep and maintain accurate and up to date records of the financial affairs of a business. (Tax work to be performed by external accounting firm).
• Achieves financial objectives by preparing an annual budget, scheduling expenditures, analyzing variance and initiating corrective actions.
• Primary responsibility is to maintain the general ledger and bookkeeping systems for each client.
• Prepares monthly, quarterly and annual financial statements, as needed.
• Assists with monthly payable and receivables processing.
• Prepares period financial report to Board, presents reports at Board meetings.
• Coordinates revenue management, including billings for services and fees and budget comparisons.
• Coordinates expense management, including analysis of budget to actual and explaining variances.
• Prepares audit supporting work papers and coordinates with independent auditors, or completes audit exemption as applicable.
• Processes client payroll.
• Understands and records financial impacts of intergovernmental and other agreements, assesses bookkeeping systems, researches and recommends improvements, and preps long-range financial projections.

INTEROFFICE / INTER-GOVERNMENT / CONSTITUENT / CLIENT RELATIONS

• Acts as financial liaison on behalf of ProSidian and its clients to represent ProSidian's interests.
• Complete required certification and representation filings on behalf of Prosidian with private companies, certifying organizations, and federal agencies of all sizes.
• Works closely with ProSidian offices and Engagement teams to handle issues and transactions related to finance and operations.
• Works closely with Firm leadership to ensure proper invoicing, receiving and vendor relations.
• Supports Client Serving Engagement teams on Billing, Project Management, and other engagement deliverables and project related activities based on background, skillsets, and resource needs/availability as necessary or as applicable

HUMAN RESOURCES

• Maintains office staff by assisting with recruiting, selecting, orienting and training employees.
• Maintains office staff job results by coaching, counseling, and disciplining employees; assists with planning, monitoring, and appraising job results.
• Supporting Engagement team recruiting and staffing of new and current client Engagements
• Manage new employee on-boarding process.
• Maintain and ensure that personnel records are up to date and secure (vacation/sick days, suspension notification, etc.).
• Prepare and support the submission of payroll and payroll tax related reporting including payroll for contractors.
• Review and approve Hourly 1099/W-2 Contractor timesheets and Schedule backups for Hourly 1099/W-2 Contractor employees.
• Research and answer any employee payroll and benefits questions.
• Track numbers such as enrollment and/or personnel.
• Manage Safety Training Process with Operations Managers: keep track of meetings, topics, attendees, and reporting
• Resolve or advise resolutions for a variety of administrative situations or problems, in the absence of supervisor.

Qualifications

The Operations Manager plays an integral support role within the operations team to highlight areas of organizational improvement and implement best practice policies, procedures, and operational processes in order to meet the company's mission of providing the most responsive and best in class services and solutions at cost competitive rates.

This position is responsible for supporting, managing, and/or implementing platforms for the strategic sales, marketing and operations plan for The Firms Risk Management, Compliance, Business Process, IT Effectiveness, Energy & Sustainability, Program/Project Management, and Talent Management Practices in conjunction with and supporting Engagement Teams that complete a wide variety of engagements for Private Companies, Fortune 1,000 Enterprises, and Government Agencies of all sizes.

OFFICE ADMINISTRATION

• Quarterback for the office providing a central resource that can inform staff as to priorities throughout the week.
• Manage the facility and vendor relationships including: office supplies, phones,
• computers, office equipment, maintenance, IT support coordination and overall office appearance.
• Assist with the implementation of new policies and procedures, maintain company files & documents
• Initiate BCP (Business Continuity Planning) in event of unavailability of office space or unsafe weather conditions.
• Provides historical reference by defining procedures for retention, protection, retrieval, transfer, and disposal of records.
• Maintains office efficiency by planning and supporting, managing, and/or implementing platforms for office systems, layouts, and equipment procurement.
• Completes operational requirements by scheduling and assigning employees; following up on work results.
• Helps track success in key ProSidian verticals and helps manage joint initiatives, meetings, etc.
• Keeps management informed by reviewing and analyzing reports