Operations Director

2 weeks ago

Melville, New York, United States The Accredited Group Full time
Role Overview:
We are seeking a highly organized and proactive Admin/Operations Manager to support our team's operational efficiency.

In this in-office role, you will oversee various administrative functions, manage accounting, human resources, and IT operations, and ensure that our CRM and sales pipeline are up-to-date.

Your contributions will be crucial in maintaining operational efficiency and supporting our team's success.

Key Responsibilities:

Administration:

  • Develop and implement organizational procedures and systems to enhance workflow efficiency.
  • Manage records and document organization, both physical and electronic, to ensure accuracy and accessibility.
  • Oversee office equipment and supplies to ensure optimal functionality and minimize waste.
  • Handle professional subscriptions, enrollments, and registrations to maintain compliance and up-to-date information.
  • Maintain and enhance workflow procedures to streamline processes and improve productivity.
  • Interact with vendors and service providers to negotiate contracts and ensure timely delivery of services.
  • Manage business insurance renewals to ensure compliance and minimize risks.

Sales and CRM Management:

  • Interact daily with the sales team to ensure the sales pipeline and CRM data are accurate and up-to-date, providing valuable insights for informed decision-making.
  • Monitor CRM systems and support the creation and analysis of sales reports and pipeline metrics to identify trends and areas for improvement.

Accounting:

  • Perform bookkeeping tasks, including accounts payable and receivable, to ensure timely and accurate financial management.
  • Maintain the time and billing system to track hours worked and generate invoices.
  • Process bi-monthly and semi-monthly payrolls to ensure timely payment and compliance with regulations.
  • Generate invoices and manage fund transfers to maintain a smooth financial workflow.
  • Produce financial reports as needed to provide stakeholders with accurate and timely information.

Support Services:

  • Format financial statements and draft communications for clients and financial institutions to ensure clarity and accuracy.
  • Prepare supporting documents and schedules for client reviews to facilitate informed decision-making.
  • Handle business entity management, including incorporations and dissolutions, to ensure compliance and minimize risks.
  • Support administrative tasks related to Peer Review and Inspection cycles to maintain a smooth workflow.

Human Resources:

  • Coordinate benefits enrollment, onboarding, recruiting support, and exit interviews to ensure a smooth and efficient HR process.
  • Maintain personnel files and employment records to ensure accuracy and compliance.
  • Manage employee benefits enrollments and renewals to ensure timely and accurate administration.
  • Track staff PTO and daily attendance to maintain a smooth workflow and ensure compliance with regulations.

IT:

  • Serve as the liaison to IT service providers to ensure system efficiency and security, providing valuable insights for informed decision-making.
  • Manage video conference operations and software updates to ensure seamless communication and collaboration.
  • Oversee software installations, license assignments, and password management to ensure optimal system functionality and minimize risks.
Qualifications

  • 3-5 years of experience in administration, preferably within a business development or financial services environment.
  • Experience with CRM systems and reporting tools to provide valuable insights for informed decision-making.
  • Ability to excel in a fast-paced environment with tight deadlines, prioritizing tasks and managing multiple projects simultaneously.
  • Strong organizational skills with the ability to prioritize and multitask effectively, ensuring a smooth workflow and timely completion of tasks.
  • Excellent written and verbal communication skills to effectively interact with stakeholders and provide clear and concise information.
  • Advanced computer skills and comfort with new technologies to ensure seamless system functionality and minimize risks.
  • Proficiency in Microsoft Office Suite to ensure efficient and accurate administration of tasks and projects.

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