Business Operations Manager

Role responsibilities (Financial and Accounting Operations)

• Coordinate with TGS’s Managed Accounting Services (MAS) provider the monthly accounting processing, including vendor management, accounts payable and receivable, banking, purchasing, procurement, billing, customer management and processing, General Ledger management and financial reporting.
• Work with company managers to provide feedback on how to improve overall financial performance.
• Perform due diligence on new vendors and coordinate review and approval of invoice activities with applicable staff and management.
• Perform billing of government customers using such federal procurement sites as Wide Area Workflow (WAWF) and Procurement Integrated Enterprise Environment (PIEE) and other required billing interfaces
• Review bank activities and ensure monthly banking reconciliations are performed (in coordination with MAS)
• Oversee bank accounts and generate cash transactions and transfers.
• Review, administer and reconcile corporate credit cards.
• Ensure time and expense compliance including staff daily entry of time and bi-weekly management approvals.
• Assist with cash flow forecasting to support internal cash requirements.
• Reconcile recorded billing hours by staff and invoice customers.
• Coordinate intercompany charging and service order agreements with staff, President, and corporate.
• Support budgeting for revenues, expenses, and capital expenditures in coordination with staff, President and corporate.
• Track actual expenditures and expenses vs. budgeted projections and advise management on corrective actions including cost reallocation to restore budget levels as appropriate.
• Support TGS’s Financial Advisor/CFO, President and the Board in financial analysis, planning and financial management.
• Manage travel and expense (T&E) processing and approval process (via Deltek Costpoint® Time and Expense) and ensure compliance with approved T&E policies.
• Manage third-party processing and filing of annual and quarterly tax returns, VA taxes, and corporate registration fees and renewals.
• Work with company managers to provide feedback on how to improve overall financial performance.

Role responsibilities (Contract Support)

• Support the execution of administrative modifications to existing contracts.
• Support file maintenance.
• Perform data entry and retrieval in contracts and financial database to support contract administration.
• Maintain accurate records of invoices and contracts.
• Ensure compliance with procurement policies and procedures.
• Conducting market research and negotiating pricing

Role responsibilities (Office and Facilities Administration)

• Manage vendor relations and negotiate pricing and terms and conditions for office operations including building property management, phone and utilities, housekeeping, secure room, video equipment upgrades and other infrastructure improvements, office and kitchen supplies and general office maintenance.
• Coordinate and support board meetings and provide administrative support to board members such as travel arrangements and lodging.
• Process travel expense reports and other related travel documents.
• Coordinate domestic and international travel.
• Support group travel to offsite retreats and other similar events.
• Executive administration support to the President in office administration time management, staff meetings, TGS contract approval, President and Board approvals
• Meeting and event planning and implementation (catering, set-up, office presentations and exhibits)
• Manage (in coordination with IT and Security) staff resources including IT infrastructure.
• Monitor compliance with Federal, State, Local and DoD policies such as signage, occupational safety, emergency medical equipment (AED Defibrillator)
• Liaise with the Board of Directors members.
• Assist with drafting ad-hoc and regular communications.
• Complete, as needed, all Government-mandated training.
• Ensure compliance with Facility Clearance (FCL) Government regulations.

Role responsibilities (Marketing & Sales Support)

• Support preparation and distribution of TGS brochures, marketing and sales promotional materials, web site, industry conference and trade show registrations, attendance, and travel planning.
• Coordinate with corporate for collateral support and coordinate specific office and regional marketing materials in line with marketing plans.
• Coordinate and participate in promotional activities, conferences and demonstrations to market products and services (set-up/breakdown and support booth activities)
• Monitor, review and distribute web inquiries.

Role responsibilities (HR Administration)

• Support and implement HR training, performance management, and compliance.
• Administer and manage employee compliance training in coordination with third-party provider NAVEX.
• Ensure and maintain that all employee information is confidential and securely stored digitally.
• Coordinate onboarding of new employee training and development, orientation of office and personnel data
• Organizational department planning
• Administer the time management operations including leave requests, PTO, and business travel.

Role responsibilities (IT and Security Infrastructure Administration)

• Administrator for GCC High licenses and billing in coordination with C3 Integrated Solutions
• Provide program support for CMMC certification.
• Lead administrator for accessing and maintaining employee and third-party login access to Deltek Costpoint®, and NAVEX Global
• Manage information technology (IT) and computer systems in compliance with application U.S. Government requirements.

Required Skills & Qualifications

• 5+ years - finance and accounting; office and facilities management, IT management; HR administrator, marketing administrator
• This position supports U.S. national security contracts and requires a clearance. Eligible candidates must be a U.S. citizen clearable to Secret; a polygraph examination may be required.
• The ideal candidate has an active Secret level clearance or adjudicated eligibility.
• Experience working in a small to medium sized government contracting office environment with excellent time management skills, and the ability to multi-task and prioritize work.
• Experience managing financial operations and reporting.
• Experience with bookkeeping and accounting practices, including cost accounting and cost reimbursement contracts.
• Experience with service-based contract accounting practices for the federal government.
• Experience with government invoicing systems for contractors (WAWF, Treasury IPP, etc.)
• Monitoring of accounts receivables and invoicing, accounts payable and payments, and cashflow tracking
• Management and execution of commercial supply and services purchases and service contracts