Business Operations Manager

Business Operations Manager APAV Solutions, Inc. Altamonte Springs, FL Job Details Full-time 22 hours ago Benefits Health insurance Dental insurance Paid time off Vision insurance Qualifications Accounting systems Record keeping Computer operation Teamwork Microsoft Excel Office activity coordination Financial data reconciliation Customer relationship building Microsoft Outlook Operations management Financial transaction processing Phone communication Process improvement Improving operational efficiency High school diploma or GED Cloud-based systems Attention to detail Task prioritization Financial record maintenance QuickBooks Online QuickBooks Data entry Microsoft Teams Newsletters (communication methods) CRM system proficiency Office management Business operations Client interaction via phone calls Full Job Description Our mission is to provide custom-designed, innovative, and affordable audio, video, and lighting solutions that create happy customers for life.

GENERAL SUMMARY

The Business Operations Manager is responsible for supporting the Chief Operating Officer in the smooth, efficient operation of APAV Solutions' day-to-day business activities. This role provides hands-on support across business operations, office management, CRM administration, front-desk and phone coverage, sales and marketing support, and internal and external communications. Day-to-day responsibilities include monitoring and documenting business performance, maintaining accurate CRM and accounting records, coordinating office needs and supplies, answering and triaging incoming calls, assisting with marketing campaigns and sales activities, and supporting company-wide communications. The position plays a key role in keeping information organized, processes on track, and the COO informed with timely, accurate data. The Business Operations Manager must be highly organized, detail-oriented, and comfortable working with business software tools, including QuickBooks, HubSpot, Microsoft Office, and other cloud-based systems. This role actively participates in outstanding customer service and accepts responsibility for maintaining relationships that are equally respectful to all.

KNOWLEDGE AND SKILLS REQUIRED

Strong organization and time management skills; ability to manage multiple priorities in a fast-paced environment. High attention to detail and accuracy in data entry, documentation, and follow-up. Effective oral and written communication skills, with the ability to interact professionally with customers, vendors, and internal team members. Comfortable in a matrix management environment and able to prioritize tasks and responsibilities based on business needs. Working knowledge of accounting concepts (invoicing, payments, expenses, chart of accounts, reconciliations) and confidence working in QuickBooks. Effective computer skills, particularly Microsoft Office (Outlook, Word, Excel, PowerPoint, Teams). Experience with CRM systems (HubSpot preferred), including entering and updating contacts, companies, deals, and activities. Comfortable answering and routing phone calls, taking clear messages, and providing basic customer information. Ability to learn and follow established business processes and suggest improvements where appropriate. Strong customer service orientation and professional phone and email etiquette. Ability to work independently with minimal direction while maintaining strong alignment with the COO and leadership team.

KNOWLEDGE AND SKILLS PREFERRED

Experience working in a small business or entrepreneurial environment. Experience with QuickBooks Online and integrated payment or expense tools. Experience supporting marketing activities such as email campaigns, social media posts, website content updates, and event logistics. Experience with project management or ticketing tools used in service or installation businesses.

EDUCATION REQUIRED

High school diploma or equivalent.

EDUCATION PREFERRED

Associate's or Bachelor's degree in business administration, accounting, communications, or a related field.

EXPERIENCE REQUIRED

Three years of administrative, office management, or business operations support experience. One year of experience using QuickBooks in a professional environment.

EXPERIENCE PREFERRED

Experience working in a professional services, AV/IT, construction, or related technical environment. Experience with HubSpot or similar CRM platforms in a sales or marketing context.

LICENSURE, CERTIFICATION, OR REGISTRATION REQUIRED

None

LICENSURE, CERTIFICATION, OR REGISTRATION PREFERRED

Bookkeeping or accounting certificate, or QuickBooks certification. CRM or marketing automation certifications (e.g., HubSpot Academy).

PRINCIPAL DUTIES AND JOB RESPONSIBILITIES

Demonstrates, through behavior, APAV Solutions' core values and exemplifies the company's mission and vision for team members, customers, and the community at large.

BUSINESS OPERATIONS SUPPORT

Assists the COO in monitoring day-to-day business operations, including tracking tasks, deadlines, and key operational activities. Helps collect, organize, and update operational data and metrics to support reporting on business performance. Documents and maintains standard operating procedures (SOPs) and checklists for recurring business processes. Coordinates scheduling and logistics for internal meetings, vendor visits, and client appointments as requested. Identifies process gaps and suggests improvements to enhance efficiency and consistency.

OFFICE MANAGEMENT

Oversees day-to-day office needs, including supplies, mail, shipping, and receiving, and basic facility coordination. Maintains a clean, organized, and professional office environment for team members and visitors. Coordinates with vendors and service providers (e.g., IT support, cleaners, facilities) as needed. Supports onboarding logistics for new employees (desk setup, basic systems access coordination, welcome materials) as directed by the

COO. ACCOUNTING AND QUICKBOOKS SUPPORT

Enters and updates customer and vendor information in QuickBooks with a high degree of accuracy. Assists with the creation and delivery of quotes, invoices, and credit memos under the direction of the COO or accounting leadership. Records payments, deposits, and basic expense transactions in QuickBooks, following established procedures. Follows up on overdue accounts. Supports monthly reconciliations by preparing documentation, researching discrepancies, and organizing backup as requested. Generates standard QuickBooks reports (e.g., open invoices, customer balances, simple P&L views) to support decision-making.

CRM MANAGEMENT

Enters and updates contacts, companies, deals, and activities in HubSpot to maintain accurate, current records. Ensures that notes, tasks, and follow-ups are logged consistently to support sales, marketing, and service workflows. Helps maintain data quality by deduplicating records, updating properties, and following established data standards. Supports the creation of simple lists, views, and basic reports in HubSpot at the direction of the COO or sales/marketing leadership.

FRONT DESK AND PHONE COVERAGE

Answers the main phone line promptly and professionally, routing calls to the appropriate team members and taking detailed messages when needed. Serves as a first point of contact for walk-in visitors, vendors, and deliveries, ensuring a welcoming and professional experience. Monitors general inboxes (e.g., info@, support@) and routes messages or responds to standard inquiries in accordance with established guidelines.

SALES AND MARKETING SUPPORT

Assists with preparation of proposals, presentations, and basic sales documents using established templates. Supports the execution of marketing activities, including email campaigns, social media posts, website content updates, and printed materials, in collaboration with leadership or external vendors. Helps collect and organize customer testimonials, reviews, and referral information to support marketing and business development efforts. Tracks basic campaign metrics and reports them to the COO regularly.

INTERNAL AND EXTERNAL COMMUNICATIONS

Assists in drafting, formatting, and distributing internal communications (e.g., announcements, updates, meeting notes) under the guidance of the COO. Supports preparation and distribution of external communications such as newsletters, customer updates, and event invitations. Helps maintain distribution lists and content libraries (templates, logos, standard language) for consistent branding. Ensures communications are clear, accurate, and aligned with APAV Solutions' mission, values, and brand voice. The above statements reflect the general duties and responsibilities necessary to describe the principal functions of the job, as identified, and shall not be considered an exhaustive list of job responsibilities that may be inherent in the job. Responsibilities are subject to change. Regular business hours are Monday - Friday, 8:00 - 17:00. Based on this job description, occasional weekend work for events is required.

Benefits:

Dental insurance Health insurance Paid time off Vision insurance

Work Location:

In person