Business Operations Specialist at Plan Left

The Business Operations Specialist is an operational role, responsible for the oversight of company accounting, standards, and documentation. This role assists with oversight of processes and operations, and serves as the point of contact for the business in a few contexts. This is a Management and Executive Assistant position, and on-the-job training is provided. There are opportunities for advancement.

Qualifications

• Some project management experience.
• Strong customer service-oriented and product-oriented mindset.
• Impeccable communication skills.
• Empathetic and compassionate with people.
• Organized and motivated.
• Ethical and trustworthy.
• Ability to effectively self-QA your work and others work.
• Ability to take initiative and be proactive with workload.
• Ability to take, give, and discuss constructive criticism.
• Strong rational thinking, logic and critical reasoning, and analytical problem solving skills are a must.

Responsibilities

• Customer service. This is priority #1 at Plan Left. Nothing else is more important than ensuring our customers have the best possible experience. As such, we expect our Business Manager to be intelligent, empathetic, and compassionate communicators.
• Billing and accounting management including ensuring accuracy of billing, timeliness of payments, maintenance of accounting records, and answering questions and concerns related to billing.
• Answering company calls as they come in and delegating accordingly.
• Ensure time logged for all employees within expectations on daily, weekly, monthly, quarterly, and annual basis
  • Manage vacation and PTO requests
  • Enforces team standards of time logging, communication, and performance.
• Onboard new projects from an operational and accounting perspective and hand off to team
• Demonstrates understanding of Project Management processes, strategies and methods.
• Develop and implements team evaluations
• Assist with resource planning and management to ensure timely delivery of project deliverables, Support SLAs, and Client Happiness
• Ensure project profitability with PMs
• Occasionally assist with production load, including website development and QA functions, and other occasional needs that may arise
• Manage and maintain project management tools and standards (we use Jira)
• Check mail at our physical location.
• Assist with a wide range of executive tasks as needed
• Manage operational projects, boards, and tickets

Communication

• Available to co-workers and clients during regular business hours, 9 am to 5 pm CST.
• Communicate standards to both team and management to as needed ensure accurate time logging and budget management.
• Weekly/monthly/quarterly updates with PMs with ongoing projects; detailed, scheduled reports on measurable items, such as milestones and deliverables.
• Attend regular management team meetings to determine progress and address any questions or challenges regarding projects.
• Assist with documentation and definition of clear deliverables, roles and responsibilities for staff members required for specific projects or initiatives.
• Assist with enforcing team communication standards with ticket descriptions, comments, handoff meetings, and acceptance criteria.