Operations Manager

About the role

ProSidian Consulting seeks an Operations Manager for its Charlotte, NC headquarters operations. The ProSidian Operations Manager plays a vital role in the growth, development, and sustainability of The Firm including but not limited to support for Business Development, Engagement Delivery, and Business Continuity of Operations (policies, payroll, billing, book keeping, client management, reporting, etc.).

In this visible position you will use your skills to participate in all phases of the business development and management process. This individual will plan, coordinate and also oversee various business functions which are performed by the other employees of the Firm. The Operations Manager will not only supervise the work of other employees but will also perform a wide range of tasks in the role as Operations Manager.

The key function of the Operations Manager at ProSidian Consulting is to be 'the right hand person' to the Managing Principal and will have responsibility for supporting The Executive Team (as necessary) to execute key strategies. The Operations Manager is a highly-motivated professional with great communication skills and understanding of day to day office management, bookkeeping, and client reporting guidelines.

ProSidian Operations Manager will work closely with the Firm's Management to ensure that the major objectives of the Practice are clearly communicated, well understood and executed upon. This individual will track key initiatives and help with execution/planning - both on an ongoing basis and in scheduling Practice and Solution Area meetings/events, participating in Client calls (as necessary), working closely with internal departments such as marketing, sales enablement, IT and Training and ensuring that initiatives are documented and executed in a very timely manner.

The Operations Manager will provide principal support in the ProSidian office by carrying out office procedures independently and handling a variety of situations and problems without supervision. The Operations Manager will assist in the daily growth, development, and sustainability of The Firm and assist with efforts of new business acquisition while expertly managing the needs of external customers. The Operations Manager will develop strong leadership and interpersonal skills in self and others.

Back Office Support

• Perform Contract Administration: including printing, signing, scanning & tracking;
• Manage Certificate of Insurance requests for project starts; determine requirements, make request, log & send to customer;
• Support Executive team with insurance and business license(s) renewals, banking & tax documentation requests; and miscellaneous tasks regarding ProSidian's business operations
• Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks.
• Supports Client Serving Engagement teams on Billing, Project Management, and other engagement deliverables and project related activities based on background, skillsets, and resource needs/availability as necessary or as applicable

Business Development & Sales Operations Support

• Performs financial and data analysis as requested on business development opportunities
• Works closely with the ProSidian Leadership to communicate our growth strategy and Best Practice initiatives
• Coordinates and interfaces with central Marketing, IT, Sales Enablement, and Training teams
• Helps coordinate business, sales, and marketing initiatives
• Maintains and supports proposal management systems (Pipelines, CRM. Bid Mgmt., Proposal Development, etc.)
• Works effectively with others across ProSidian to help create an open and collaborative environment in an effort to develop Best Practices, and free, clear, concise, and direct information flow
• Interacts and collaborates effectively with senior management, Sales leadership, and other senior ProSidian leaders

Financial Mgmt., Bookkeeping, Budget and Reporting Functions

• Demonstrates in-depth understanding of revenue/expense and cash flow management
• Manages reporting and executes timely and accurate analysis of Prosidian performance, including revenue, organic growth, and retention. Also tracks revenue, employees, etc. by line of business - including existing business that can be leveraged
• Bookkeeping via QuickBooks including entering items and running Financial Reports including monthly journal entries and other activities required to keep and maintain accurate and up to date records of the financial affairs of a business. (Tax work to be performed by external accounting firm).
• Achieves financial objectives by preparing an annual budget, scheduling expenditures, analyzing variance and initiating corrective actions.
• Primary responsibility is to maintain the general ledger and bookkeeping systems for each client.
• Prepares monthly, quarterly and annual financial statements, as needed.
• Assists with monthly payable and receivables processing.
• Prepares period financial report to Board, presents reports at Board meetings.
• Coordinates revenue management, including billings for services and fees and budget comparisons.
• Coordinates expense management, including analysis of budget to actual and explaining variances.
• Prepares audit supporting work papers and coordinates with independent auditors, or completes audit exemption as applicable.
• Processes client payroll.
• Understands and records financial impacts of intergovernmental and other agreements, assesses bookkeeping systems, researches and recommends improvements, and p repares long-range financial projections.

Interoffice / Inter-government / Constituent / Client Relations

• Acts as financial liaison on behalf of ProSidian and its clients to represent ProSidian's interests.
• Complete required certification and representation filings on behalf of Prosidian with private companies, certifying organizations, and federal agencies of all sizes.
• Works closely with ProSidian offices and Engagement teams to handle issues and transactions related to finance and operations.
• Works closely with Firm leadership to ensure proper invoicing, receiving and vendor relations.

Human Resources

• Maintains office staff by assisting with recruiting, selecting, orienting and training employees.
• Maintains office staff job results by coaching, counseling, and disciplining employees; assists with planning, monitoring, and appraising job results.
• Supporting Engagement team recruiting and staffing of new and current client Engagements
• Manage new employee on-boarding process.
• Maintain and ensure that personnel records are up to date and secure (vacation/sick days, suspension notification, etc.).
• Prepare and support the submission of payroll and payroll tax related reporting including payroll for contractors.
• Review and approve Hourly 1099/W-2 Contractor timesheets and Schedule backups for Hourly 1099/W-2 Contractor employees.
• Research and answer any employee payroll and benefits questions.
• Track numbers such as enrollment and/or personnel.
• Manage Safety Training Process with Operations Managers: keep track of meetings, topics, attendees, and reporting
• Resolve or advise resolutions for a variety of administrative situations or problems, in the absence of supervisor.

Qualifications & Requirements

The Operations Manager plays an integral support role within the operations team to highlight areas of organizational improvement and implement best practice policies, procedures, and operational processes in order to meet the company's mission of providing the most responsive and best in class services and solutions at cost competitive rates.

This position is responsible for supporting, managing, and/or implementing platforms for the strategic sales, marketing and operations plan for The Firms Risk Management, Compliance, Business Process, IT Effectiveness, Energy & Sustainability, Program/Project Management, and Talent Management Practices in conjunction with and supporting Engagement Teams that complete a wide variety of engagements for Private Companies, Fortune 1,000 Enterprises, and Government Agencies of all sizes.

Office Administration

• Quarterback for the office providing a central resource that can inform staff as to priorities throughout the week.
• Manage the facility and vendor relationships including: office supplies, phones,
• computers, office equipment, maintenance, IT support coordination and overall office appearance.
• Assist with the implementation of new policies and procedures, maintain company files & documents
• Initiate BCP (Business Continuity Planning) in event of unavailability of office space or unsafe weather conditions.
• Provides historical reference by defining procedures for retention, protection, retrieval, transfer, and disposal of records.
• Maintains office efficiency by planning and supporting, managing, and/or implementing platforms for office systems, layouts, and equipment procurement.
• Completes operational requirements by scheduling and assigning employees; following up on work results.
• Helps track success in key ProSidian verticals and helps manage joint initiatives, meetings, etc.
• Keeps management informed by reviewing and analyzing reports, summarizing information and identifying trends.

Factors for Success

• Familiarity with Management and Operations Consulting (NAICS: 541611) a plus.
• Professional, credible and detail oriented with a high sense of urgency
• In concert with Firm Leadership, ensure all Engagement Teams policies, procedures and practices comply with applicable state and federal laws, rules and regulations and represent business best practices
• In concert with Firm Leadership, oversee the adequacy and soundness of management and operations infrastructure and administration, ensuring that all necessary controls and management structures are implemented and adhered to
• Manage/coordinate programs and initiatives in a collaborative manner within the Engagement Teams and ensure staff and external stakeholders are appropriately consulted and engaged.
• Participate in business development activities as required by the organization.
• Competent and comfortable with multiple technology and analysis tools
• Superior ability to anticipate and raise needs & risks, and suggest/provide solutions instead of reacting
• Articulate and able to address groups of people/public speaking - can represent ProSidian well within and outside the company
• Ability to work in a team environment - very strong rapport with executives, management and the field and ability to work effectively in a decentralized environment
• Ability to read, analyze, and interpret insurance industry journals, financial reports, and legal documents
• Respond to internal inquiries and select external inquiries as assigned and/or needed
• Effectively present information to top management, public groups, and/or boards of directors
• Present information in a persuasive manner to clients and prospects in an effort to sell our services and solutions
• Sales support mentality/desire to win/ability to develop and understand relevant metrics, plus interpret and communicate metrics and business performance effectively to Prosidian -wide leadership

Knowledge, Skills, & Education

• Minimum of a four year degree from an accredited college or university in computer sciences, business administration, public administration, mathematics or related field. | MBA preferred with equivalent work experience and education.
• 5+ years of experience, preferably in Management and Operations Consulting (NAICS: 541611)
• Knowledge of government contract management and experience in organizational effectiveness and operations management implementing best practices with solid understanding of Professional Services (NAICS 541611) best practices and standards.
• Maintain a professional demeanor throughout the day both on the phone and in person.
• Ability to lead and motivate a large group of individuals to achieve success with a focus on providing world class consumer experience
• Excellent oral and written communication skills, problem solving, and decision making skills with demonstrated ability to exercise initiative and judgment in decision-making
• Ability to analyze reporting to identify areas of opportunities to focus on to improve performance
• Maintain a professional office appearance and work environment at all times.
• Excellent computer skills and strong proficiency with multiple technical and analytical software and tools including MS Office applications (Excel, Power Point, Word, Outlook, and Access etc.)
• Must have a strong desire to Help ProSidian Clients, Employees, Engagement Teams, Contractors, and Collaborating Partners drive sustainable growth.
• Excellent written and verbal communication skills
• Other job-related knowledge, skills, & education as assigned and/or as needed
• Ability to work independently with demonstrated leadership and vision in managing staff groups and major projects or initiatives.

Other Qualifying / Responsibilities

• Manage performance to meet and exceed all client and company expectations.
• Manage the day-to-day activities of supervisors and support staff
• Evaluate current and proposed systems and procedures
• Support the establishment Key Performance Metrics (KPM's) and realization of Key Performance Indicators (KPI's)
• Directly Supervise Team Managers including interviewing, hiring, and training employees
• Support the creation of thought leadership and build/manage a platform for future thought leadership endeavors.
• Support Firm Leadership, Engagement Teams, and Pursuit teams in communications with target markets and clients for the purpose of creating awareness of ProSidian, Enhancing Brand Image, developing internal infrastructure, and other marketing / PR activities.
• Support infrastructure and growth platforms of ProSidian Consulting including proposal development, IT, Operations, Thought Leadership, Recruiting, and all other support structures enabling the firm's ability to achieve scale.
• Support the development, review and approval of reports, client proposals, research proposals, requests and publications
• Ensure departmental operational efficiently according to company policies and procedures.
• Ability to guide individuals toward goal achievement using negotiation, teamwork, collaboration, motivation and staff development skills including the ability to act as a role model within the organization.
• Drive high-performance, compliance, and consumer experiences
• Train and develop both current & newly hired team members
• Excellent ability to demonstrate innovation and good judgment/problem solving skills when making decisions.
• Recommend changes when necessary and assist in implementation of new processes
• Collaborate actively with onsite and offsite client staff

Additional Information: CORE COMPETENCIES

• Teamwork - ability to foster teamwork collaboratively as a participant, and effectively as a team leader
• Leadership - ability to guide and lead colleagues on projects and initiatives
• Business Acumen - understanding and insight into how organizations perform, including business processes, data, systems, and people
• Communication - ability to effectively communicate to stakeholders of all levels orally and in writing
• Motivation - persistent in pursuit of quality and optimal client and company solutions
• Agility - ability to quickly understand and transition between different projects, concepts, initiatives, or work streams
• Judgment - exercises prudence and insight in decision-making process while mindful of other stakeholders and long-term ramifications
• Organization - ability to manage projects and activity, and prioritize tasks

Other Requirements

• Business Tools - understanding and proficiency with business tools and technology, including Microsoft Office. The ideal candidate is advanced with Excel, Access, Outlook, PowerPoint and Word, and proficient with Adobe Acrobat, data analytic tools, and Visio with the ability to quickly learn other tools as necessary.
• Commitment - to work with smart, interesting people with diverse backgrounds to solve the biggest challenges across private, public and social sectors