Business Operations & Administration Manager

Job Summary

• Review, organize, and maintain Company documents, business agreements, contracts, purchase orders, and other operational documentation.
• Coordinate the internal review and approval of contracts with parent company support staff and customers.
• Track contract status, renewal dates, obligations, and required follow-up actions.
• Maintain accurate and organized records of contracts and other business documents.

• Review financial and operational records for accuracy.
• Review monthly financial reporting, budget tracking, and account reconciliation.
• Prepare Company quarterly and year-end forecasts and budgets.
• Prepare quarterly and year-end financial reporting presentations and make presentations to the headquarters.
• Support financial and accounting activities, including accounts payable, accounts receivable, expense tracking, invoicing, payment processing, and account reconciliation:
  • Manage team that generates and maintains accounts receivable aging reports and monitors outstanding customer balances.
  • Manage team that monitors and follows up with customers regarding overdue invoices and outstanding payments.
  • Manage team that coordinates with customers and internal sales/finance teams to resolve payment discrepancies, billing issues, and outstanding account balances.
  • Manage team that monitors customer payment status and provides regular updates to management and headquarters.
• Coordinate with external accountants and parent company finance/accounting teams as needed.
• Analyze accounts receivable, cash flow, expenses, and other financial information.

• Review Bills of Materials for products and/or reagent kits.
• Coordinate BOM updates resulting from changes in raw materials, components, packaging, suppliers, or product specifications.
• Ensure accurate records of component numbers, descriptions, quantities, costs, and related product information.
• Work with purchasing, manufacturing, R&D, quality, and headquarters teams to ensure BOM information is accurate and current.
• Support product cost analysis and monitoring of changes in material costs.
• Review appropriate documentation and provide approval of BOM changes.

• Serve as a key liaison and facilitate communication and information flow between the local organization and parent company support teams to include finance, accounting, purchasing, quality, shipping/receiving, and facility management.

• Manage general office and administrative operations.
• Support Company leadership with special projects and other operational initiatives.
• Develop and improve administrative procedures to increase operational efficiency.

Job Qualifications

• Typically requires a Bachelors degree in business administration, finance, or a related field, along with at least six years of progressively complex experience in project administration and operations in an engineering or scientific environment. May substitute equivalent experience in lieu of education.
• At least 6 years of progressively complex experience in business operations, administration, accounting, finance, or a similar cross-functional role.
• Hands-on experience using SAP software; familiarity with SAP financial, purchasing, inventory, or order management functions is highly desirable.
• Working knowledge of accounting principles, accounts receivable, invoicing, and financial reporting.
• Experience reviewing business documents, contracts, purchase orders, and related documentation.
• Experience communicating directly with customers regarding contracts, documents, invoices, and payment matters.
• Strong Microsoft Excel skills and experience working with ERP/accounting systems.
• Experience with BOM, inventory, purchasing, or manufacturing-related data is highly desirable.
• Excellent organizational, analytical, and follow-up skills with strong attention to detail.
• Strong written and verbal communication skills.
• Ability to communicate effectively with customers, internal departments, and  parent company support teams.
• Ability to handle confidential business and financial information professionally.
• Ability to work independently and manage multiple priorities.

• Highly organized and detail-oriented
• Proactive with strong follow-up skills
• Comfortable communicating directly with customers
• Strong in financial and numerical analysis
• Experienced with SAP systems
• Reliable and accountable
• Able to manage multiple functions and priorities
• Professional and diplomatic in contract and payment discussions
• Able to work independently with minimal supervision
• An effective communicator and cross-functional team player

• Internal Title: Program Planning & OPS Manager I
• Experience Level: Management
• Full-Time/Part-Time: Full-Time Salary
• Workstyle: Onsite
• Pay Range Low: 76,000
• Pay Range High: 127,750
• Job Category: Product Support
• Travel Percentage Required: 0% - 25%
• Relocation Assistance Provided?: No
• Clearance Required?: No
• US Citizenship Required?: No
• Employee Referral Bonus Amount: 1000.00