Business Operations Manager

Business Operations Manager

Job Summary

The Business Operations Manager is responsible for overseeing the day-to-day administrative, financial, human resources, payroll, insurance, and compliance functions of the company. This position plays a critical role in maintaining accurate financial records, supporting employees, meeting tax and regulatory obligations, and providing ownership with timely and reliable financial and operational information.

The Business Operations Manager works closely with ownership, department managers, employees, outside accountants, insurance providers, payroll providers, financial institutions, and other professional partners to ensure the efficient and accurate operation of the business.

General Accountabilities

Human Resources & Employee Administration

· Manage employee onboarding and offboarding processes.

· Coordinate recruiting, job postings, applicant screening, interviews, hiring documentation, and new-hire requirements.

· Maintain accurate and confidential employee personnel records.

· Administer payroll and ensure employee compensation, deductions, commissions, reimbursements, and other payroll items are processed accurately and timely.

· Administer employee insurance and benefit programs, including enrollment, changes, renewals, and employee questions.

· Coordinate employee schedules and staff hours for designated departments or positions.

· Maintain records related to PTO, holidays, employee absences, and other applicable leave.

· Assist ownership and department managers with employee policies, performance documentation, compensation matters, and other HR-related issues.

· Help maintain and update company policies and employee handbook provisions as needed.

· Coordinate required employment-related reporting and documentation.

Accounting & Financial Operations

· Oversee routine accounting and financial administrative functions, including Accounts Receivable (A/R) and Accounts Payable (A/P).

· Reconcile bank accounts and financial activity with A/R, A/P, deposits, payments, and accounting records.

· Investigate and resolve discrepancies between bank activity, accounting records, and operational systems.

· Review and maintain accurate general ledger activity and supporting documentation.

· Prepare and review monthly Profit & Loss statements and other financial reports for ownership.

· Assist with month-end, quarter-end, and year-end financial close processes.

· Prepare quarterly and year-end financial information and reports for ownership and outside accounting professionals.

· Maintain organized financial records and supporting documentation for accounting, tax, audit, and management purposes.

· Work with the company’s CPA/accounting professionals to provide requested schedules, reports, reconciliations, and supporting documentation.

· Monitor financial activity for unusual transactions, discrepancies, or areas requiring management attention.

Tax Reporting & Compliance

· Calculate, reconcile, prepare, and submit monthly Virginia sales and use tax obligations.

· Calculate, reconcile, prepare, and submit applicable monthly watercraft tax obligations.

· Maintain supporting records for sales tax, use tax, watercraft tax, and other business tax filings.

· Track new and aged inventory and other taxable personal property for business personal property tax reporting purposes.

· Maintain accurate records of acquisitions, dispositions, transfers, and inventory status to support personal property tax filings.

· Coordinate with ownership, accounting professionals, and local/state taxing authorities as necessary.

· Maintain a compliance calendar to ensure tax filings, reports, renewals, and other regulatory requirements are completed by required deadlines.

Insurance & Risk Administration

· Administer company insurance policies and serve as a primary administrative contact with insurance agents and carriers.

· Coordinate employee health insurance and other company-sponsored benefit programs.

· Manage insurance renewals, applications, certificates, documentation, and information requests.

· Coordinate and prepare documentation for workers’ compensation audits and other insurance audits.

· Reconcile payroll, employee classifications, and other information required for workers’ compensation and liability insurance audits.

· Maintain organized records of insurance policies, claims, certificates, audits, and renewals.

· Identify upcoming insurance requirements and provide ownership with sufficient advance notice of renewals, audits, or significant premium changes.

Financial & Management Reporting

· Prepare monthly financial reporting packages for ownership.

· Provide quarterly and year-end financial reports and supporting schedules.

· Track key financial and operational information and identify significant variances or trends.

· Assist ownership with budgeting, forecasting, expense management, and financial planning.

· Provide accurate financial information to assist management in evaluating business performance.

· Identify discrepancies, unusual expenses, delinquent receivables, cash-flow concerns, or other financial issues requiring management attention.

Administrative & Business Operations

· Maintain organized company financial, employee, tax, insurance, and compliance records.

· Develop and maintain administrative procedures and internal controls.

· Help improve processes and systems to increase accuracy, efficiency, and accountability.

· Coordinate with department managers to ensure administrative and financial procedures are consistently followed.

· Protect confidential employee, financial, customer, and company information.

· Assist ownership with special projects, reporting, research, and other operational needs.

· Perform other duties reasonably related to the management and administration of the business.

Job Qualifications

• Prior experience in business operations, accounting, bookkeeping, office management, HR administration, or a related field.

· Employee relations experience handling incidents, concerns, disciplinary documentation and reviews

• Strong understanding of A/R, A/P, bank reconciliations, payroll, and financial reporting.

• Experience administering payroll and employee benefits.

• Familiarity with insurance audits, particularly workers’ compensation audits.

• Experience with sales tax and other business tax reporting preferred.

• Strong proficiency with accounting, payroll, Microsoft Excel, and business management software.

• Exceptional attention to detail and accuracy.

• Strong organizational and time-management skills.

• Ability to manage multiple deadlines and recurring monthly, quarterly, and annual responsibilities.

• Ability to recognize discrepancies and independently research and resolve issues.

• Strong written and verbal communication skills.

• Ability to maintain strict confidentiality regarding employee, payroll, financial, and ownership information.

Skills

Confidentiality & Integrity, Accountability, Accuracy & Attention to Detail, Communication, Initiative, Process Improvement

Legasea Marine continues to represent the finest new boat models from Albemarle, Axopar, Contender, MJM, Monterey, Parker and Phenom at the waterfront marina in Yorktown. Haul-outs, storage and service of top marine engine brands continue to be performed to the highest standards at Legasea Marine. With Chris and Jennifer Hall at the helm, boaters will find that they have the right equipment and knowledge for hassle-free days on the Lower Bay and the nearby Atlantic.