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Business Operations Specialist
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Jacob Green and Associates
Remote
$65,520 Salary, Part-Time
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Job Description
As the Business Operations Specialist at Jacob Green and Associates (JGA), your role is critical to the smooth operation of our growing consulting practice. This is a part-time hybrid position where you will work closely with the Executive Services Manager, management team, and leadership to streamline daily operations, support business development, and ensure high levels of client satisfaction. What You Will Do Business Development Support
- Support the contract review process, coordinating with clients and internal staff to ensure all terms are favorable and compliant.
- Manage the process of obtaining and maintaining necessary business licenses, ensuring compliance with all local and state regulations.
- Oversee insurance requirements, including policy renewals and updates to coverage as needed for business operations and based on client requirements.
- Monitor and track the status of leads and proposals in the sales pipeline, providing regular updates to the team.
- Assist with updating and maintaining customer relationship management (CRM) systems, ensuring client and prospect information is current and accurate. Accounting Support
- Coordinate the invoicing process, ensuring timely and accurate billing for all services rendered to clients.
- Support accounts receivable, including tracking incoming payments, following up on overdue accounts, and reconciling any discrepancies.
- Process accounts payable, verifying incoming invoices, obtaining necessary approvals, and ensuring timely payments to vendors and suppliers. Administrative and Office Coordination
- Strategically manage the CEO's calendar, internal/external meetings, and all travel logistics, including speaking engagements and lots of last-minute pivots.
- Keep the CEO informed and aligned with company-wide initiatives and day-to-day operations - serve as JGA and CEO Air Traffic Controller to act as a liaison between internal teams and external partners, fostering a culture of effective communication.
- Perform other administrative duties as assigned, which may include scheduling meetings, managing correspondence, maintaining office supplies, company swag inventory, and supporting general office operations. Role Expectations
- Ensure efficient communication and coordination within the organization.
- Problem-solve and adapt to changing priorities as needed.
- Maintain exceptional attention to detail while managing multiple responsibilities.
- Support the overall operational excellence and client-focused goals of JGA. What Makes You Successful In This Role
- A Proactive Problem-Solver - You anticipate issues before they arise and take action without waiting for instructions. You think 10 steps ahead and always have a backup plan (or three).
- Highly Adaptable & Resilient - You're comfortable in an ever-changing environment with shifting priorities and can pivot seamlessly when things don't go as planned.
- An Exceptional Communicator - Strong written and verbal skills, with the ability to translate complex or vague instructions into actionable tasks.
- Detail-Oriented with a Big-Picture Mindset - You catch the small details others miss while also keeping an eye on overall goals and strategy.
Qualifications & Requirements:
- Experience in QuickBooks Online is a plus.
- Experience working with local government is a plus.
- Proficiency in Microsoft Office Suite (Teams, Outlook, Word, Excel, PowerPoint) and SharePoint.
- Experience with Monday.com or other project management and CRM tools is a plus.
- Experience in executive support, project management, or a related field.
- This is a hybrid position that may require time in our Tustin headquarters based on business needs.
- Physical Activity (Sedentary Work): Requires remaining in a stationary position, often standing or sitting for prolonged periods
Lifting and Moving:
Occasional lifting and moving of office materials, files, and supplies up to 20 pounds (e.g., preparing packages, handling mail, storing supplies) Why You'll Love itHere:
- We have an amazing work culture - we love what we do, and we love doing it together.
- We are a high energy team that works hard but have fun doing it.