Business Operations Specialist

Business Operations Specialist

Position Summary

The Business Operations Specialist responsible for driving operational efficiency within Accounting and supporting some Sales, Purchasing, and Warehouse functions. This individual serves as an owner of accounts payable and receivable workflows as well as a a point of contact for technical and warehouse-related accounting issues, and an operational resource for sales and business support activities. The role also leads process improvement initiatives, supports reporting and analytics, and helps standardize workflows. Success requires strong organizational, financial, and people management skills, along with the ability to think critically, coordinate across multiple teams, and as needed develop direct reports. Consistently provide constructive feedback to help accomplish stated goals while maintaining operational flexibility.

Key Responsibilities

Accounting & Financial Operations

• Ensure timely drop ship processing and accounts receivable processes
• Work with headquarters to continue moving accounting processes as required.
• Ensure landed costs are assigned immediately and correctly, including estimates for known late billing.
• Maintain timely uploads of invoices to customer online portals such as Textura. Create work instructions for process and train manager and support staff.
• Generate customer invoices, track payments, and follow up on outstanding receivables
• Maintain accurate financial records and support month-end closing activities
• Assist with financial reporting and documentation as needed, including audit requests
• Create customer accounts, confirm accounting contacts are correct, updating information as required.
• Work to support 6% >30 aging and ensure ongoing customer contacts.
• Maintain on-time AP processing every month, providing weekly and monthly metric updates
• Work with accounting staff to support AP/AR requirements and performance
• Process credit cards and TSS charges. Assist in the transition to TBE card charging.
• Run D&B/customer credit and if authorized approve customer credit limits.
• Be willing to add, remove, and modify accounting assignments per accounting and Monroe best practices.

People Management & Purchasing Support

• As required, directly supervise 1–2 accounting staff; provide day-to-day direction, workload prioritization, and performance feedback.
• Onboard, train, and develop direct reports; create and maintain SOPs to support cross-training and coverage.
• Conduct regular one-on-ones; escalate performance or capacity issues to management as appropriate.
• Provide purchasing support: Assist with purchase order processing, vendor coordination, and procurement-related documentation as required.
• Support vendor account setup, maintain accurate purchasing records, and assist with reconciling purchase orders to invoices.

Sales Operations & Business Support

• Support sales with order issues, RMAs and other similar activities as required.
• Act as a liaison between sales, customers, and internal teams to resolve order or service issues
• Maintain high levels of customer satisfaction through timely and effective communication
• Identify and implement process improvements across business operations; document workflows and drive adoption of best practices.
• Support operational reporting and analytics; prepare regular metrics and dashboards for management review.
• Assist with vendor and contract management activities, including tracking renewals, coordinating approvals, and maintaining documentation.

Technical & Warehouse Operations Support

• Serve as the local technical point of contact for warehouse accounting troubleshooting and issue resolution
• As needed, coordinate with warehouse and operations teams to identify and resolve or process accounting related issues.
• Support continuous improvement efforts related to order flow and operational best practices
• Process flatbed requests and train warehouse staff as needed if the task is moved

Job performance

• Work to hand-off various support functions per Monroe and accounting best practices.
• Manage and evaluate direct reports (1–2 AR/AP staff); set clear expectations, track performance against KPIs, and provide ongoing coaching.
• Help create and maintain SOPs for all job functions and train backups.
• Maintain online job task spreadsheet & meet weekly with management to review
• Provide and help create KPIs for job functions: Number of AP drop ship per completed per week, customers contacted per week for AR, on time vendor payments, invoice processing time, etc.
• Proactively communicate with management to support goals.
• Demonstrate time management by noting time requirements (daily/weekly/monthly) for each area.
• Work to anticipate customer and management needs using critical thinking and other tools.

Qualifications

• Bachelor’s degree in Accounting, Business Administration, Operations Management, or a related field
• 3–5+ years of experience in operations, accounting, or a related role; prior supervisory or lead experience preferred
• Strong understanding of AP/AR processes, basic accounting principles, and purchasing/procurement workflows
• Experience supporting sales operations (quoting, order entry, customer service)
• Ability to troubleshoot and resolve operational or technical issues
• High attention to detail and strong organizational skills
• Proficiency in ERP/accounting systems, Microsoft Excel, and business productivity tools
• Strong communication and cross-functional collaboration skills
• Demonstrated ability to identify process inefficiencies and implement improvements
• Must be able to work on-site, Monday through Friday, 8am – 5pm with overtime as required.

Key Competencies

• Ownership mindset and accountability
• Problem-solving and critical thinking
• Ability to manage multiple priorities in a fast-paced environment
• Strong interpersonal and customer service skills
• Root-cause thinking and process support
• People leadership and team development
• Process improvement and operational excellence