Business Operations Manager

Case Design/Remodeling is full-service, residential design/build remodeling firm with a track record of design and customer satisfaction excellence. Please visit our web-site at http://www.casesanjose.com for more information. We are looking for an accomplished and engaging business operations leader to play a key role in the next phase of our company growth. This person will be replacing a key staff member and part owner who is retiring at the end of March and will be fully engaged in the transition of this critical position. We are small but well managed company that is one of the leaders in our market with a strong company culture and a great team.

SUMMARY

The Business Operations Manager, as a key member of the leadership team, reporting to the President and CEO, provides business and financial planning support, and oversees Human Resources, day-to-day Financial Operations and procedures for the company, including general bookkeeping, payroll, benefits, accounting, taxes, accounts payable, and managing all external services including banking, insurances policies/benefits, utilities and office infrastructure.

Performance measurements include:

• Establish, manage, and meet expense targets in office and vehicle categories

• Secure and maintain cost competitive insurance with on-time renewal

• Compliance with all local, state, and national employment law requirements

• On-time payment of service providers, vendors, banking and suppliers

• Efficient and effective payroll for exempt and non-exempt personnel

• Efficient and effective benefits administration and services for employees

– Efficient and effective on- boarding of new employees and managing the exit process for termed employees

• Employee satisfaction

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:

Business and Financial Responsibilities

Business and Strategic Planning

 Support GM and Management staff in long term company planning and annual budgeting

 Primarily responsible for managing company banking relationship

 Work with CPA for all quarterly and annual reporting needs

 Secure additional operational funds; as needed

 Manage Company Policy Insurance and Worker Compensation (WC) renewals and maintain relationships with agents and carriers

 Maintain Board of Directors and Shareholder Minutes

Business and Financial Operations

 Process and maintain QuickBooks payroll/liability operations & department(s) time reporting

 Maintain and monitor Accounts Payables and Accounts Receivables

 Provides weekly revenue and expense reporting in a timely manner

 Ensure vendors, subs, banking, employees reimbursements are paid on-time

 Ensures all EDD inquiries are completed as received

 Reconcile monthly all banking, credit lines and loan statements

 Processes any insurance claims including WC employee claims

 Manage WC, General Liability audits annually

 Oversee and administers company allowances, benefits, electronic device reimbursement

 Maintain and distribute Employee Annual Compensation/Benefits Summary

 Monthly Reporting to Production Department Expenses/Allowances

Company Infrastructure Management

 Find, research and maintain office leasing facility

 Oversee building lease, maintenance and repairs

 Manage company vehicle leases and monthly expense by employee/driver

 Monitor and manage utilities and maintenance

 Manage annual budget and facilitate IT vendor management and technology purchases

 Manage Office equipment and purchases

 Manage Company leased vehicles and maintenance repairs

Human Resources (HR) Management

 Maintains accurate employee records through Bamboo HRIS, files and reports, including responsibility for maintaining personnel records

 Order background, vehicle and labs reports for pre-hires

 Oversee company accounting processes, policy setting and streamline day to day functions

 Manage all company events

 Monitor employee incentives, achievement and recognition awards

 Implement and monitor training programs

 Create processes and manage all employee reviews in a timely manner

 Maintain and update Company Handbook for changes in employment law

 Administer new-hire orientation

 Develop and implement company policies and procedures

 Process employee: Terminations, UI notices, Court Orders

 Monitor and budget office supplies/expenses

 Maintain all Employee Compensations, Benefits and Policies

MANAGEMENT RESPONSIBILITIES

Oversee managers and supervisor’s processes, assign projects when necessary, address needs and concerns. Execute responsibilities with managers in accordance with organizational policies and procedures. Assign and direct projects, appraising performance processes, rewarding employees, interface with employees regarding their concerns and resolving problems. Oversee and manage Customer Relations Office position and Accounting Administrator. Agree to keep all Company and Employee matters private and confidential in the strictest confidence.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily, highly organized, detailed oriented and able to improve processes. The requirements listed are representative of the knowledge, skill, and/or ability required.

EDUCATION and/or EXPERIENCE: 10 to 15 years related experience in leadership, training; or equivalent combination of education and experience. Some years of experience may be substituted through formal training or experience in similar scope of responsibility in another industry or provided by an equivalent combination of education and experience. A bachelor’s degree in either Business Administration; Human Resources Administration and Business Accounting is preferred.

LANGUAGE/COMMUNICATION SKILLS: Ability to read, and interpret documents such as invoices, financial statements, insurance documents, legal requirements, operating and maintenance instructions. Ability to respond to common inquires or complaints from employees and have the ability to write routine reports and correspondence, and to verbally present information to employees, suppliers, and the general public. Have the ability to establish trust and confidence with the employees.

MATHEMATICAL and FINANCIAL SKILLS: Ability to read and interpret financial reports including profit and loss and cash flow statements.

COMPUTER SKILLS: Ability to operate computer software including QuickBooks and MS Word/Excel/Outlook/Internet Explorer.

REASONING ABILITY: Have the ability to resolve practical problems and deal with a variety of situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, and diagram or schedule form.

ORGANIZATIONAL SKILLS: Must be highly organized and maintain schedules of projects, documents and work flow. Excellent leadership, communication, and time management skills are essential to be able to successfully perform the duties associated with this position.