Operations Manager

Herman-Scheer is a brand consultancy that creates brands, products, and experiences for businesses that keep people healthy. We focus on a range of sectors, including disruptive healthcare, wellness technology, healthy food and beverages, fitness and recreation, and personal care. We have a 15-person team that is primarily remote, with an office space in Santa Monica for occasional in-person meetings and working sessions.

Who We Are Looking For:

We are seeking a detail-oriented and proactive Operations Manager. This role is crucial in ensuring the smooth functioning of our firm by managing payroll processing, management meetings, HR-related tasks, systems management, and financial management. The Operations Manager will work closely with the CEO and other senior leadership to support the overall efficiency and effectiveness of our operations.

Responsibilities Include:

Financial Management:

• Maintain visibility into monthly expenses, ensuring no waste, and coordinating with our third-party financial partners.
• Monitor and manage the firm's financial health, providing regular updates to senior leadership.
• Assist in budget preparation and financial planning activities.

Human Resources:

• Support recruitment and hiring processes, including posting job openings, screening candidates, and coordinating interviews.
• Assist with onboarding and training new employees.
• Maintain and update human resources policies and procedures.
• Manage employee records and ensure compliance with HR regulations.
• Handle employee inquiries and provide assistance with HR-related issues.
• *We have a 3rd party consultant to advise on complex matters.

Systems Management:

• Oversee the usage of our tools, including Slack, Gusto, Notion, Forecast.app, and other third-party tools.
• Ensure that all systems are used effectively and provide training and support to team members as needed.
• Identify opportunities to optimize and integrate systems for better efficiency.

Administrative Support:

• Oversee payroll processing, ensuring accuracy and timeliness.
• Manage PTO requests and maintain accurate records.
• Coordinate management meetings, including scheduling, preparing agendas, and taking meeting minutes.
• Ensure that the necessary administrative systems and procedures are in place to maintain efficiency.

Performance Management:

• Assist in gathering and analyzing data required for Management Committee meetings to facilitate timely decision-making.
• Work with finance partners to support the development of monthly financial statements and performance metric reports, such as utilization, realization, and client/project profitability.
• Provide support in developing additional key performance indicators as required by the firm.

Qualifications

• 5+ years of experience working in an operations role at a marketing, advertising or creative professional services company
• Hyper-organized and detail-oriented
• Strong financial acumen
• Proficient in Google Docs, Sheets & Slides
• Proficient in modern project management tools
• Great communicator and listener and able to turn insights into actionable plans