Office and Business Operations Manager

Office & Business Operations Manager

The Office & Business Operations Manager owns the core administrative processes that keep payroll accurate, billing timely, accounts receivable moving, customer accounts clean, insurance current, and the office running smoothly at SMP Security Services.

This is a hands-on operating role. The Manager is responsible for driving assigned processes all the way through, keeping information accurate, hitting deadlines, investigating exceptions, coordinating the right people inside and outside the company, documenting what was done, fixing routine issues, and escalating only those decisions that truly need ownership, HR, CPA, or legal authority.

The role uses SMP's business operating platform (Belfry), Quick Books Online, Hub Spot, and related tools. Prior Belfry experience is not required. The successful candidate will learn our established workflows and gradually take primary internal ownership of the customer/contract, billing, payroll, accounts receivable, reporting, and troubleshooting processes currently supported by ownership.

This position works closely with ownership, managers, field operations, vendors, and customers. It offers a clear path into broader business operations leadership for someone who shows strong process ownership, good judgment, systems aptitude, financial accuracy, and measurable improvement in reliability.

• Serve as primary administrator of the company's general email inbox: review messages promptly, categorize and route requests, acknowledge when appropriate, create and track follow-up tasks, and maintain visibility into unresolved, time-sensitive, financial, legal, customer, or reputational matters.

• Resolve communications within assigned authority while making sure customer service, operations, HR, sales, accounting, and ownership matters go to the correct person.

• Ensure a professional, responsive, and welcoming office experience for employees, clients, applicants, vendors, and visitors.

• Coordinate reliable office phone, visitor, mail, delivery, supply, equipment, vendor, purchasing, and records management processes. Provide direct coverage as needed and help establish workable shared coverage among office-based staff.

• Maintain clear filing, documentation, shared file, and records retention practices that support accessibility, confidentiality, and audit readiness.

• Protect focused work time for payroll, billing, customer account, reporting, and system deadlines through planned coverage, handoffs, prioritization, and clear communication.

• Learn SMP's approved workflows in the integrated business platform for assigned customer, contract, rate, timekeeping, payroll, billing, AR, reporting, and related processes.

• Start by performing defined workflows using established procedures and checklists. Progressively take primary internal ownership of assigned processes based on demonstrated competence and results.

• Become the internal go-to person for assigned workflows: answer routine questions, diagnose exceptions, coordinate vendor support when needed, and follow issues through to documented closure.

• Keep workflow documentation, process calendars, checklists, controls, issue logs, reporting routines, and training references current.

• Identify recurring workflow failures, missing data, duplicate work, unnecessary steps, billing delays, payroll errors, and reporting gaps. Recommend and implement approved improvements.

• Coordinate with ownership on material system configuration, integration, pricing, contract, access, and workflow decisions. This role does not own IT infrastructure, cybersecurity, network, hardware, or unrestricted system administration.

• Own the payroll calendar and administrative workflow, including timekeeping review, validation of approved inputs, exception investigation, payroll preparation and submission coordination, record retention, reporting, and timely answers to employee payroll questions.

• Investigate discrepancies involving time…