Position Summary:
The Director of Business Operations is a hands-on internal business leader responsible for turning company priorities into completed work and measurable results. This position owns the company’s internal business operations, including administrative systems, financial and performance reporting, budgeting coordination, purchasing and vendor administration, sales and estimating support, billing workflow, business technology, office operations, and cross-functional process improvement. The Director establishes clear ownership, follows through on commitments, and ensures internal teams and systems effectively support customers and field execution.
This position does not direct field operations. The Director of Business Operations works in close partnership with the Director of Operations, who retains responsibility for field execution, production and installation activities, job-site performance, and field safety. Together, the two roles coordinate priorities, capacity, customer commitments, costs, timelines, and handoffs between the office and field.
Job Responsibilities:
Business Performance:

Manage overall business performance. Review KPIs quarterly with owners, develop and present plans to meet and exceed targets.
Build annual operational plan, sales plan, and operating budget by December 1st of prior year to execute in coming year – plan established and defined to ensure all are on-track and working together.
Translate annual goals and leadership priorities into internal business plans, department-level targets, assigned actions, due dates, and follow-up routines.
Develop and present the operations plan and sales plan to President and Vice President and execute.
Maintain operating budget and report deviations to owners regularly.
Monitor and manage all types of company risks, internal and external.
Maintain records of all contractual documents for both internal and external engagements.
Improve vendor network and purchasing practices.
Improve the health of customer diversity with a targeted sales approach.
Prioritize company culture and develop team members in accordance with the company’s mission, vision, and values.

Business Financials:

Own the successful execution of key performance indicators.
Report regularly to owners on progress towards KPIs and operational decision making.
Maintain a practical KPI dashboard and publish regular business reports covering backlog, quoting activity, sales-to-field handoffs, billing cycle time, job-cost accuracy, customer service, cash-flow indicators, and profitability.
Generate and maintain the annual plan and budget.
Ensure sales, estimating, purchasing, and bookkeeping are alignment with the annual plan, budget, and company direction.
Manage the operations budget and proactively resolve situations before they become issues.
Identify necessary financial controls. Maintain balance between accounting controls and operating efficiencies. Implement new controls as areas of improvement are identified.
Prepare regular cash flow reporting and work with Sales and Production to proactively prevent issues and to resolve unanticipated challenges.
Monitor supplier / vendor relationships and contractors’ performance. Manage Estimator/Purchasing/Billing to minimize costs and maximize service.
Establish new supply channels to gain efficiency in purchasing, delivery times, pricing, and availability of materials.
Seek opportunities to increase profitability and manage jobs to ensure profit margin is maintained.
Review job costing, margin performance, purchasing patterns, cash-flow considerations, and operational expenses; implement corrective actions that protect profitability.

Operations:

Direct the daily flow of internal office and administrative work involving sales support, estimating, purchasing, project coordination, billing, reporting, and business systems.
Establish clear office workflows, documentation standards, handoffs, approval points, and escalation paths; verify that internal teams consistently follow approved processes.
Propose, justify, seek approval for, and manage production, warehouse, logistics, and on-site installation of capital projects.
Create a dynamic change environment. Ensures the company has CI processes in place for key sales, operations, and finance functions.
Develop and maintain inventory control standards. Work with operations and accounting to ensure accurate accounting of inventory and determine minimum and maximum levels.
Implement continuous improvement of software efficacy and MIS systems. Maximize the utilization of existing software assets.
Determine areas of maximum gain to implement artificial intelligence into organizational flows to improve efficiency and productivity.
Maintain existing and implement new systems and processes that optimize operations, reduce labor, measure, and improve product quality and quality of service.
Measure yield and waste and work cross-functionally to increase yield while reducing waste.
Stay current on industry best practices. Develop new solutions and lead changes in operations and assist sales and production managers in their change efforts.
Work with key customers to ensure company products and services meet expectations and consult on new methods and solutions. Take ownership of material, production, finishing, and fulfillment/shipping/delivery.
Responsible for resolving cross-functional issues by seeing the bigger picture and aligning team members with the company’s core values.
Research industry trends and the needs of prospects. Work with sales to determine the needs of the company's customers. Research and develop new products. Work on cost and margin models. Manage product launch.
Seek out interactions with all departments and ensure efficient coordination at all team levels.
Maintain a continuous improvement environment for production, warehouse, logistics, and installation operations.
Maintain a continuous-improvement system that reduces administrative delays, duplicate work, errors, missed handoffs, margin leakage, and preventable customer issues.
Manage safety programs across all departments. Maintain updated safety plans for equipment training, vehicle and equipment operation, HIPP, and all other required for compliance and risk mitigation. Maintain records of safety meetings and training.
Maintain DOT and CA certificates, registration, and licenses. Ensure account is accurate, up to date, and meets requirements for compliance with the entire fleet.
Manage office functions, building, and grounds.
Manage and hold accountable IT service provider for highest performing IT solutions.

Sales:

Lead Sales and project management team in alignment with company sales plan.
Hold Sales team accountable for progress towards goals.
Ensure the sales team is focused on the desired company direction.
Monitor performance of the sales team and adjust as necessary.
Maintain a continuous improvement environment for sales, account management, and project management.
Report progress of the sales plan to owners regularly.
Review the sales and project pipeline and ensure complete, timely handoffs from estimating and sales to field operations, project execution, customer invoicing, and closeout.
Maintain standards for estimates, proposals, job setup, change orders, purchase documentation, billing readiness, customer records, and project closeout documentation.
Take ownership of escalated administrative or customer-communication issues and coordinate timely resolution, documentation, and corrective action with the appropriate leader.

Administrative & Risk:

Maintain organized, professional, and efficient office operations, including business records, document control, office resources, building administration, and approved technology systems.
Maintain internal controls and approval processes that safeguard company information, financial resources, customer records, and business assets.
Identify business risks, establish practical controls, and promptly escalate significant financial, customer, workforce, contractual, technology, or compliance concerns.

HR:

Ultimately responsible for defining, creating, leading, and adjusting the company culture to the desired state.
Directly manage assigned internal business, administrative, and office team members; set expectations, assign priorities, inspect results, provide timely coaching, and address performance gaps.
Clarify decision rights, reporting relationships, and accountability across departments so work is owned and completed at the appropriate level.
Develops certainty of trust at all levels in the organization.
Facilitate effective cross-functional communication.
Monitor employee compensation and benefits to ensure parity within the organization and with industry.

Ensure the company is compliant with all regulations. Provides employees with a safe and secure work environment.
Ensure new employees are onboarded effectively. This includes ensuring that the administrative tasks of onboarding are executed professionally, and new team members are adequately trained and brought into the company culture effectively.
Maintain training programs for new and existing team members to continuously update their skills.
Develop cross-training plan to ensure all roles have support in tasks and responsibilities.
Ensure every employee has clarity on their job description and core responsibilities.
Monitor employee progress per job description and work with them to close performance gaps.
Proactively develop team members and guide them towards growth opportunities within the company where available.
Organize and delivery annual performance reviews for all team members.

Requirements:

Minimum 5 years of experience in the production industry or related industry responsible for business operations or related leadership experience.
Proven track record of successful sales leadership, general and operational management.
Strong communication and interpersonal skills, and problem-solving abilities.
Proficiency in project management and financial analysis.
Bachelor’s Degree in Business Management or related field.
Demonstrated success directly managing people, internal workflows, budgets, business systems, projects, vendors, reporting, and cross-functional results.
Proven ability to move between planning and execution, manage competing priorities, solve problems at the point of work, and consistently close action items.
Strong financial and analytical skills, including budgets, job costing, margins, operational reporting, and KPI interpretation.

Managing Director of Operations

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