Head of Operations & Business Management

Fintrepid Solutions is a fast-growing professional services firm that serves entrepreneurs. We are dedicated to providing personalized and strategic solutions to our clients. Our team is committed to excellence, innovation, and delivering results that exceed expectations.

The Operations Manager is the central operational and financial engine of the firm. This role is responsible for keeping day-to-day corporate operations running flawlessly, executing client billing and onboarding workflows with absolute precision, and maintaining and improving the systems that enable leadership to focus on strategic growth.

This position perfectly blends structured process ownership with hands‑on tactical execution in a fast‑paced professional services environment. It requires an individual who is highly comfortable operating both at a systemic level (building scalable processes and tools) and within the granular details of daily execution.

Core Responsibilities

Finance & Billing Operations

Execute the semi-monthly billing process (15th and 30th) using Harvest, including custom invoice template creation and close coordination with the external bookkeeping partner.

Maintain the late invoice tracker, execute collections communications per established cadences, and report aging metrics directly to the leadership team.

Maintain up-to-date client-facing payment instructions and coordinate monthly close inputs with the accounting partner.

Support the leadership team with continuous updates and management of active trackers within SmartSheets.

Client Onboarding & Contract Lifecycle

Serve as the primary administrative liaison for client engagements, coordinating onboarding timelines, service requests, billing updates, engagement changes, contract amendments, and changes in scope while ensuring exceptional client communication and timely follow‑through.

Manage client relationship milestones by coordinating recurring touchpoints, client appreciation initiatives, renewal activities, and other engagement strategies that strengthen long‑term client relationships.

Seamlessly transition newly signed prospects into active clients by executing system setups, building SharePoint folders, and managing onboarding checklists.

Proofread, distribute, and track Statements of Work (SOWs) and executed master contracts to maintain a clear pipeline overview for partners.

Serve as the internal data guardian for the firm's Tech Stack: Zoho, Harvest, SmartSheets, SharePoint, etc.

Leverage systems for report creation and generation: business development activities and pipeline, client health and metrics, resource utilization, etc.

Design, document, and refine internal Standard Operating Procedures (SOPs) and client delivery playbooks to ensure scalable firm growth.

Supervise people‑workflow logistics including technology provisioning, software licensing management, and internal onboarding/offboarding checklists.

Partner Support & Office Management

Work alongside internal team to align scheduling priorities, prepare materials for leadership meetings, and compile weekly partner briefings.

Manage the physical Scottsdale office environment, encompassing supply inventory, vendor relations for maintenance, and property management communications.

Serve as the primary touchpoint for the third‑party IT service provider to resolve internal tech issues and coordinate event logistics for firm milestones.

Success Measures

Flawless, on‑time execution of the semi‑monthly billing cycles with minimal billing errors.

High adoption rates of standardized SOPs and flawless data accuracy across Harvest, Zoho, and SmartSheets.

Reduced turnaround times for client onboarding workflows with clear, proactive client communication during the initial 60–90 days.

Proactive management of office operations, technical workflows, and internal vendor partnerships.

Qualifications

Professional Background: 5–10 years of experience in business operations, corporate finance support, or a multi‑functional operational role.

Proven success operating within a high‑growth, entrepreneurial, founder‑led, or professional services environment.

Direct hands‑on experience or deep familiarity with Harvest (or similar billing tools), Zoho (or equivalent CRMs), and SmartSheets/SharePoint.

Core Competencies

A strong willingness to step in and execute granular, routine tasks while simultaneously thinking about how to build more scalable, automated systems.

Strong organizational and project management skills with an elite attention to detail and follow‑through.

Exceptional verbal and written communication capabilities, with a demonstrated comfort level working closely with senior leadership, partners, and clients.

#J-18808-Ljbffr