Business Operations Manager – Florida

We are looking to hire a Business Operations Manager with marketing and agency experience to help smooth out and optimize the day-to-day operations of our international consulting business. As a small and growing business, we’re looking for a dynamic and multi-talented person to help a little in a lot of areas. This position has excellent growth opportunity. This role is 100% remote with a Florida residency and work authorization requirement.

The Business Operations Manager will assume many of the business administration responsibilities of Keyphraseology’s President & Founder as overviewed below, supporting team members and clients around the world by helping us keep our business in good working order.

• Use Quickbooks Online to review and classify transactions, complete reconciliations, and generate management reports.
• Manage account payable – monitor incoming invoices, verify amounts, pay and communicate with international and multi-currency vendors.
• Manage accounts receivable – Generate and manage invoices according to agreement terms, follow-up on missed payments, communicate as necessary with clients.
• Research and advise the business on AR methods like CC, wire transfers, AC direct deposit via bank or transfer services like

Systems & Processes

• Support Project Management and Account Management team members with redundant capabilities in various PM softwares such as Asana and Harvest.
• Lead security and access permissions for team members and clients across Google Drive, Last Pass, and other shared or sharing SaaS softwares.

Contract Management

• Manage the contract process from beginning to end (prep, send, follow-up for signature, file signed contracts)
• Responsible for reviewing and understanding all legal documentation prior to KPY signature.
• Lead a project to review our existing template agreements for employees, contractors, and clients.
• Manages e-sign software selection and solutions.

Human Resources

• Identifies and executes recruitment strategies with a focus on diversity and inclusion.
• Generates and distributes job ads and helps qualify candidates.
• Ensure business and employees are operating in compliance with state and federal employer/employee regulations and best practices.
• Support international team members with researching compliance in their respective countries.
• Manage 401K documentation, communication, and team utilization.
• Manage and communicate health insurance benefits.
• Collaborating with relevant parties to create a budget.
• Responsible for payroll and overseeing accounting, and bank processes. You will be required to assist with company tax.
• Ensuring all operations are carried on in an appropriate, cost-effective way.
• Helping the company remain legally compliant.

Profitability Oversight

• Reviews client projects, budgets, and expenses monthly to ensure profitability.
• Contributes to the new client proposal process to ensure that cost/effort are aligned.
• Work with Account Managers to monitor client utilization of budget to ensure ongoing value.
• Keeps a keen eye on agency expenses and looks for ways to optimize spend.

• Innovative, problem-solving mindset. Ideally, you are intellectually curious, great at research, and skilled at coming up with creative solutions.
• Upholds an inclusive, global mindset.
• Exceptional written and verbal English communication skills. Secondary language skills are greatly valued.
• Strategic and analytical thinking.
• Confident, genuine, kind, and consistent when speaking to and working with the most senior global CEO to the most junior team member.

• Bookkeeping and accounting experience. Quickbooks Online preferred.
• Budgeting. Forecasting.
• Must be confident reviewing contracts, service level agreements, NDAs etc.
• Post-Secondary education in Business, Entrepreneurship, or Finance strongly preferred. Exceptional on-the-job experience will be considered.
• Experience working with remote teams.
• Agency and knowledge-worker type business model experience is preferred.
• Wonderful, friendly, and diverse teammates and clients around the world.
• 401K – Employer-sponsored retirement plan with generous matching.

Keyphraseology is a boutique…