Business Operations Manager
Position Summary
The Business Operations Manager is a key partner to the Owner/CEO and will play
a critical role in the continued growth of an established food wholesale and
distribution business that has been successfully operating for over 10 years.
Working directly with the Owner/CEO in a lean, entrepreneurial environment, you
will oversee the day-to-day operations of the business while developing the
systems, processes, and operational structure needed to support its next stage of
growth. This is a highly visible, hands-on role where you will have the opportunity
to make a meaningful impact across every aspect of the business.
The successful candidate will become the operational backbone of the
organization—bringing organization, structure, and discipline to daily operations
while translating the Owner/CEO’s business knowledge and vision into scalable
systems that improve efficiency, strengthen internal controls, and support long-
term growth.
Key Responsibilities
Executive Partnership & Business Management
- Serve as the trusted right-hand partner to the Owner/CEO, helping manage priorities, projects, and the day-to-day operations of the business.
- Support the Owner/CEO by organizing workflows, managing follow-up activities, and ensuring operational priorities are executed effectively.
- Translate the Owner/CEO’s knowledge, experience, and ideas into documented systems, standard operating procedures, and scalable business processes.
- Develop, implement, and continuously improve operational systems that support efficiency, growth, and profitability.
- Monitor business performance and prepare operational and financial reports that support decision-making.
- Identify opportunities to improve customer service, operational efficiency, Inventory management, and cash flow.
Inventory, Purchasing & Warehouse Operations
- Design, implement, and manage a comprehensive inventory management system that provides complete SKU-level visibility, including product descriptions supplier information, inventory levels, purchasing history, cost pricing, and selling prices.
- Build and maintain the company’s product master, catalogue, and price list to support sales, purchasing, inventory management, and customer quotations.
- Develop accurate product costing information to support pricing decisions and customer quotes.
- Oversee inventory management, inventory controls, forecasting, replenishment, and reporting.
- Manage purchasing activities and supplier ordering.
- Support the development of efficient warehouse systems and workflows for receiving, storage, inventory control, picking, packing, and shipping.
- Continuously improve warehouse organization and inventory accuracy.
Order Management & Customer Operations
- Oversee customer orders from receipt through fulfillment, invoicing, and final documentation.
- Coordinate and manage purchase orders from key reseller and country club accounts, ensuring accuracy, timely execution, and exceptional customer service.
- Collaborate with warehouse, suppliers, and customers to ensure inventory availability and order fulfillment.
- Maintain accurate documentation and order traceability across all transactions.
Claims, Compliance & Continuous Improvement
- Develop processes that improve documentation, accountability, and order traceability.
- Oversee compliance with applicable food distribution, food safety, regulatory, and industry standards.
- Maintain organized documentation, policies, and internal controls.
- Lead continuous improvement initiatives that enhance efficiency, scalability, operational effectiveness, and compliance readiness.
Financial Administration
- Manage and improve accounts payable and accounts receivable processes.
- Monitor invoicing, collections, account reconciliations, payment schedules, and cash flow.
- Investigate and resolve claims, shipment discrepancies, and order-related inquiries while maintaining a high level of customer service.
- Maintain accurate financial records.
- Build and maintain supplier records.
- Develop reports and dashboards that provide visibility into inventory, purchasing, sales, financial performance, and business operations.
- Support budgeting, financial analysis, and operational reporting as required.
Vendor, Customer & Office Administration
- Build and maintain strong relationships with suppliers, vendors, buyers, and customers.
- Collaborate with suppliers and customers to improve purchasing practices, service levels, and operational performance.
- Assist with supplier negotiations, issue resolution, and ongoing relationship management.
- Manage front-office administration and ensure business documentation is organized, accurate, and up to date.
- Coordinate communications, projects, and follow-up activities across the business.
Compliance & Continuous Improvement
- Oversee compliance with applicable food distribution, food safety, regulatory, and industry standards.
- Maintain organized documentation, policies, and internal controls.
- Develop and maintain standard operating procedures across key business functions.
- Lead continuous improvement initiatives that simplify processes, strengthen controls, improve scalability, and support future growth.
Qualifications
Education
- Bachelor’s degree in Business Administration, Operations Management, Supply Chain Management, Accounting, Finance, Logistics, or a related field preferred.
- Equivalent combinations of education and relevant experience will be considered.
- Professional certifications are considered an asset.
Experience
- 5+ years of experience in business operations, inventory management, wholesale distribution, purchasing, accounting, logistics, or a related field.
- Experience within food distribution, wholesale, manufacturing, supplychain, or consumer products preferred.
- Demonstrated success implementing business systems, improving operational processes, and driving efficiencies.
- Experience managing inventory, purchasing, accounts payable, accounts receivable, reporting, and business administration.
- Experience working closely with a business owner or senior executive in a small or entrepreneurial business.
- Strong proficiency with QuickBooks and Microsoft Excel.
- Experience participating in ERP, inventory management, or business systems implementations is strongly preferred.
- Familiarity with Odoo or similar ERP platforms would be considered an asset.
Key Competencies
- The ideal candidate will be:
- Highly organized and detail-oriented.
- An exceptional time manager who can successfully manage multiple priorities.
- Entrepreneurial, proactive, and comfortable wearing multiple hats.
- A systems thinker who enjoys building structure and improving business processes.
- Strategic enough to identify opportunities while remaining hands-on in execution.
- A strong communicator and relationship builder.
- Analytical with solid financial and operational acumen.
- Resourceful, adaptable, and comfortable working independently in a small business environment.
- Results-oriented with strong problem-solving skills.
- Curious, continuous-improvement minded, and eager to learn.
- Capable of building scalable systems, processes, and controls that support growth.
- Comfortable operating in a fast-paced environment where priorities can shift quickly.
Why Join Us?
This is an opportunity to join a successful, established business with more than 10
years of history and play a pivotal role in its future. Working directly with the
Owner/CEO, you will have the autonomy to build systems, improve operations,
and influence how the business grows. If you enjoy creating order from
complexity, taking ownership, and making a measurable impact, this role offers the
opportunity to help shape the future of a growing entrepreneurial company.
Pay: $90,000.00 - $110,000.00 per year
Application Question(s):
- 1.Are you able to work full-time , fully on-site in West Palm Beach ?
2. How many years of experience do you have managing daily operations for a small midsized business?
3. Do you have hands-on experience with inventory control, purchasing, accounts payable, and accounts receivable?
4. Are you proficient in Quickbooks and Excel?
5. Briefly describe one business process you personally organized or improved. What was the problem, what did you change, and what was the result?
Work Location: In person
