Business Operations Manager

Description

Primary Objective

The Business Operations Manager leads the internal operations of a distribution business that supplies equipment and materials to contractors and public agencies in California for Traffic Signals, Intelligent Transportation Systems (ITS), and underground utility projects. The role has authority over billing, accounts receivable, accounts payable, and office administration, and manages the supervisors and staff who perform that work. The Operations Manager serves as the primary liaison between the business unit and the corporate finance department, and is the local resource that employees, managers, and leadership turn to for operational questions and decisions.

This is not an accounting position. General ledger accounting, month-end close, and financial reporting are performed by the corporate finance department. The Operations Manager applies a strong working knowledge of accounting principles, including debits and credits, journal entries, inventory, fixed assets, and supporting documentation, to make sound operational decisions, ensure local transactions are accurate and complete, and support corporate finance.

JAM Services offers a Full Benefits plan including Medical, Dental, Vision, Life and LTD insurance.  We also provide a 401(K) plan with a 6% Safe Harbor match, PTO and 10 Holidays.

Duties and Responsibilities

The Business Operations Manager spends the majority of their time managing the business unit’s internal operations and the employees who carry them out. The role exercises discretion and independent judgment on matters of significance to the business unit, including staffing, credit and collection decisions, process design, and operating policies, within the overall direction of business unit leadership and corporate finance.

Leadership and Team Management

• Manages the AR / Collections, Billing, and office administration functions, directly supervising the AR / Collections Supervisor, the Billing Supervisor, and administrative staff.
• Hires, trains, and develops staff; sets performance expectations; conducts performance reviews; and makes decisions or recommendations on pay, promotion, discipline, and termination.
• Sets department priorities, staffing levels, and work schedules to meet business needs and deadlines.
• Builds a team culture of accuracy, accountability, and service to internal and external customers.

Billing, Accounts Receivable, and Accounts Payable

• Oversees billing, accounts receivable, collections, and accounts payable to ensure transactions are timely, accurate, and properly documented.
• Establishes and approves authority limits for credit, payment arrangements, adjustments, and write-offs, and makes final decisions on matters escalated by the supervisors, within corporate policy.
• Oversees the company’s lien and payment protection process to safeguard collections on private and public works projects.
• Reviews and approves vendor invoices, expense coding, and payment requests in accordance with corporate approval policies.
• Monitors cash flow drivers, including DSO, past-due balances, shipped-not-billed, and vendor payment timing, and takes action to address issues.

Corporate Finance Liaison and Financial Support

• Serves as the primary point of contact between the business unit and the corporate finance department.
• Provides corporate finance with accurate, complete documentation for journal entries, accruals, inventory, fixed assets, and month-end close.
• Researches and resolves account discrepancies, reconciling items, and audit requests in partnership with corporate finance.
• Translates financial information and corporate policies into practical guidance for local managers and staff.
• Supports budgeting and forecasting by providing operational data and insight to business unit leadership and corporate finance.

Inventory, Assets, and Documentation

• Oversees inventory transaction accuracy, cycle counts, and physical inventory processes in coordination with warehouse leadership.
• Maintains records and documentation for company assets, including equipment and vehicles, and supports fixed asset tracking.
• Ensures business records, contracts, and supporting documents are organized, retained, and accessible in accordance with company policy.

ERP Systems and Technology

• Serves as the business unit’s lead ERP user and decision-maker for local system setup, workflows, and reporting.
• Leads or supports ERP implementation activities, including process design, data migration, testing, training, and go-live support.
• Identifies opportunities to use system tools, automation, and AI to improve accuracy, efficiency, and reporting.
• Ensures staff are trained and use systems consistently and correctly.

Office Administration

• Oversees office administration, including facilities, office supplies, vendor services, and administrative processes.
• Partners with Human Resources on local administrative needs such as onboarding logistics, timekeeping oversight, and policy communication.
• Serves as the go-to resource for employees throughout the business unit on operational questions, policies, and procedures.

Decision Support and Process Improvement

• Provides business unit leadership with analysis and recommendations to support operational and financial decisions.
• Designs, documents, and implements standard procedures and internal controls across billing, AR, AP, and office operations.
• Develops and monitors key performance metrics and reports results to leadership.
• Performs other related duties as assigned.

Performance Measures

• Days sales outstanding (DSO) and past-due balances.
• Shipped-not-billed balance and billing accuracy.
• Accuracy, timeliness, and completeness of documentation provided to corporate finance.
• Accounts payable processed accurately and on time.
• Inventory accuracy and audit results.
• Team performance, retention, and development.
• Process improvements and system enhancements delivered.

Equal Employment Opportunity

We are an equal opportunity employer committed to creating an inclusive workplace where all employees are valued and respected.

Requirements

Required Skills and Abilities

• Strong working knowledge of accounting principles, including debits and credits, journal entries, accruals, inventory, and fixed assets.
• Proven ability to lead, coach, and develop supervisors and staff.
• Sound judgment and the ability to make decisions independently and escalate appropriately.
• Strong analytical and problem-solving skills; able to interpret financial and operational data.
• Clear verbal and written communication skills, with the ability to work effectively with corporate finance, leadership, employees, customers, and vendors.
• Strong organizational skills; able to manage multiple priorities and deadlines.
• Experience working in an ERP system required; experience with NetSuite strongly preferred.
• Advanced proficiency with Microsoft Office, especially Excel (Word, Excel, Outlook, Teams).
• Experience using AI tools to improve productivity, analysis, or reporting a plus.

Education and Experience

• Bachelor’s degree in business administration, accounting, finance, or a related field preferred; equivalent combination of education and experience considered.
• Seven or more years of experience in operations, office management, or business administration, preferably in distribution, construction supply, or a related industry.
• Three or more years of experience managing supervisors or staff required.
• Experience overseeing billing, accounts receivable, and accounts payable required.
• Experience implementing an ERP system preferred; NetSuite implementation experience strongly preferred.
• Experience working with a corporate or shared-services finance department in a multi-entity organization preferred.

Physical Requirements

• Ability to sit or stand for extended periods while working at a computer.
• Frequent use of hands and fingers for computer, phone, and administrative tasks.
• Ability to move about the office and warehouse as needed.

Work Environment

• Full-time position based in Livermore, CA.
• This is an exempt position paid on a salary basis and is not eligible for overtime.
• Primarily office-based, with regular interaction with the warehouse, employees, customers, vendors, and corporate finance.
• Deadline-driven environment with responsibilities tied to month-end close, cash flow, and business unit operations.