Operations Manager
7 months ago
**Title**: Operations Manager
**Reports to**: Managing Partner
**Status**: Full time permanent with 1 day per week remote
**Scope**
**Duties & Responsibilities**
**Finance**
- QuickBooks
- New account set up.
- Create & send invoices.
- Create purchase orders.
- Calculate sales commissions and create invoices.
- AR - timing & follow-up.
- AP - scheduling.
- Monthly financial summary (QuickBooks function).
- Move to full management through QuickBooks.
**Management**
- Develop KPI measurement tools.
- Develop an Account Analysis Report.
- Develop a Product Analysis Report.
- Produce a quarterly Business Summary Report.
- Prepare Financial Forecasts & Budget documents.
- Improve internal systems:
- Cloud set up - shared drive for Ultina.
- Manage Regulatory document filing.
- Manage regulatory requests from customers.
- Secure all required info from suppliers - regulatory documents, samples, pricing, timing.
**Administration of Sales Process**
- Quotation Calculator (support & sign off from Partners).
- Confirm receipt of all Purchase Orders.
- Follow-up on Ultina issued POs
- Ensure receipt confirmation is received.
- Confirm timeline with Manufacturer.
- Follow up and communicate timeline status/changes to customers.
- Execute delivery logistics.
- Manage ‘sample requests’ from customers and relay to manufacturers with follow up.
- Manage some smaller accounts, such as professional channel accounts.
- Full integration of Customer Relations Management system (CRM).
**Business Development**
- Schedule/coordinate Customer meetings with Partners.
- CRM super user
**Internal Sales - Gelatin**
- Manage gelatin business.
- New customer development.
- Customer inquiry follow-up.
- Provide quotes, request & share spec sheets.
- Manage samples requests.
**Marketing**
- Maintain website (establish refreshes; added value; ensure correctness of information i.e. up to date).
- Establish daily updates for LinkedIn posts.
- Tradeshow support Meeting scheduling/planning for Partners.
**Travel Management**
- Establish a 3rd part to facilitate hotel & flight bookings for Partners.
- Provide Expense Report support for Partners.
**Projects**
- Manage the fulfilment of a content review (by a chosen agency) and corresponding timelines for the Ultina Health Website.
- Full integration of QuickBooks (eliminating outside Bookkeeper)
- CRM selection - manage the submissions for Partners to choose a CRM platform.
All other duties as assigned.
Pay: $60,000.00-$70,000.00 per year
Flexible Language Requirement:
- French not required
Schedule:
- Monday to Friday
**Education**:
- Bachelor's Degree (preferred)
**Experience**:
- management: 1 year (preferred)
Work Location: In person
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