Business Operations Manager
Location: Gainesville, TX
Employment Type: Full-Time
Compensation: $60,000 - $75,000 DOE + Performance Bonuses
Reports To: Company Ownership
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About Kiser Arena Specialists
Kiser Arena Specialists is a leader in arena footing consultation, material analysis, arena construction products, and specialty drag equipment serving equine facilities throughout North America.
We are seeking an experienced Business Operations Manager to oversee the administrative, financial, and operational functions of the company while working directly with ownership to support continued growth and operational excellence.
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Position Summary
The Business Operations Manager is responsible for managing the administrative, financial, and operational functions of the company.
This position serves as the operational hub of the company and works directly with ownership to ensure smooth day-to-day business operations.
The successful candidate will oversee accounting, payroll administration, customer service, consulting administration, insurance administration, purchasing, order fulfillment, CRM management, and office operations while helping drive organization, accountability, and efficiency throughout the business.
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Why This Role Matters
This role is a key leadership support position within the company.
The Business Operations Manager is entrusted with many of the functions that keep the business running smoothly and allow ownership to remain focused on customers, growth, and strategic initiatives.
The right candidate will have the opportunity to make a meaningful impact on company operations, customer satisfaction, process improvement, and long-term growth while becoming a trusted partner to ownership.
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Why Join Kiser Arena Specialists?
- Work directly with company ownership.
- Make a meaningful impact on the business.
- Enjoy a wide variety of responsibilities and challenges.
- Be part of a respected company serving customers throughout North America.
- Help shape the systems and processes that support future growth.
- Join a team that values accountability, initiative, and long-term relationships.
What We Offer
- Opportunity to work directly with ownership.
- Significant responsibility and autonomy.
- Ability to make a meaningful impact on company operations.
- Varied and engaging work.
- A stable, long-term career opportunity.
- A culture that values initiative, good judgment, and continuous improvement.
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A Typical Day in the Role
Every day is different, which is one of the things that makes this position rewarding.
A typical day may include:
- Reviewing banking activity and financial transactions.
- Preparing invoices and recording customer payments.
- Responding to customer inquiries and updating the CRM.
- Coordinating consulting agreements and customer scheduling.
- Following up on unpaid invoices and outstanding receivables.
- Managing payroll, insurance, and vendor-related matters.
- Ordering office, shop, and project-related supplies.
- Coordinating parts orders, shipping activities, and customer delivery updates.
- Communicating with customers regarding order and project status.
- Working directly with ownership to prioritize projects and operational needs.
- Identifying opportunities to improve processes, organization, and efficiency.
- Assisting with marketing, website updates, trade show preparation, and special projects.
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Primary Responsibilities
Financial Management & Accounting
- Manage accounts payable and accounts receivable.
- Reconcile bank and credit card accounts.
- Process customer invoices and payments.
- Prepare weekly financial reports.
- Prepare monthly financial statements.
- Coordinate payroll processing and payroll tax filings.
- Track collections and follow up on past-due invoices.
- Prepare annual W-2 and 1099 reporting.
- Assist with annual budget preparation.
- Maintain accurate QuickBooks records.
- Complete bank deposits and account reconciliations.
- Monitor and categorize bank feed activity.
- Prepare detailed financial breakdowns and project costing reports.
Office Administration
- Answer phones and greet customers.
- Manage office and facility vendors.
- Coordinate vehicle inspections, registrations, repairs, and renewals.
- Order office supplies, checks, business cards, and company materials.
- Maintain administrative records and password documentation.
- Coordinate IT support and equipment needs with outside vendors.
- Prepare weekly status reports for ownership.
- Monitor compliance deadlines and corporate filings.
Human Resources & Benefits Administration
- Coordinate payroll through QuickBooks.
- Track PTO balances and employee records.
- Coordinate employee onboarding and background checks.
- Administer employee benefits and renewals.
- Ensure payroll tax filings and deposits are completed accurately and on time.
Customer Service & CRM Management
- Answer customer inquiries and route requests appropriately.
- Enter and maintain leads, prospects, and customer activity in the CRM.
- Upload invoices, notes, and project information into CRM records.
- Provide customers with project, order, and delivery updates.
- Assist ownership in customer communications and follow-up activities.
Consulting Administration
- Conduct preliminary client intake and information gathering.
- Prepare and manage consulting agreements through DocuSign.
- Invoice consulting deposits, project fees, travel expenses, material analysis, and shipping costs.
- Track consulting agreement status and payments.
- Coordinate scheduling and calendar management for consulting projects.
- Monitor client payments and reimbursements.
Purchasing & Inventory Support
- Coordinate purchasing activities and vendor relationships.
- Obtain quotes and pricing from vendors.
- Create purchasing lists and obtain approvals as required.
- Order office, shop, and project-related supplies.
- Assist with inventory tracking and reporting.
Parts Order Fulfillment & Shipping
- Coordinate parts order fulfillment from receipt of order through shipment.
- Prepare and process shipping documents and tracking information.
- Communicate shipping status and delivery updates to customers.
- Ensure customer orders are processed accurately and shipped in a timely manner.
- Coordinate with vendors, suppliers, and freight providers as needed.
- Track shipments and resolve delivery issues when they arise.
- Maintain accurate records of orders, shipments, and customer communications.
- Support inventory organization and product availability.
Insurance Administration
- Manage commercial insurance renewals and policy updates.
- Coordinate insurance audits and reporting requirements.
- Track vehicle and equipment additions and removals.
- Complete workers' compensation audits and supporting documentation.
Property Management Support
- Serve as point of contact for property-related matters.
- Monitor insurance, tax, lease, and renewal deadlines.
- Coordinate annual policy renewals and related documentation.
Marketing & Business Development Support
- Coordinate marketing schedules and deadlines.
- Assist with trade show preparation and sponsorship obligations.
- Support website maintenance and vendor coordination.
- Maintain and improve CRM data quality.
- Coordinate marketing collateral and advertising materials.
Sales Lead Follow-Up
- Respond to company-provided internet and phone leads.
- Assist prospective customers with information and follow-up.
- Coordinate sales opportunities with ownership.
- Help move qualified leads through the sales process.
- Maintain accurate lead activity within the CRM.
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Qualifications
Required
- 5+ years of business operations, office management, accounting, bookkeeping, or administrative management experience.
- Strong QuickBooks experience.
- Proficiency with Microsoft Office Suite.
- Excellent organizational and multitasking skills.
- Strong verbal and written communication abilities.
- High attention to detail.
- Strong customer service skills.
- Ability to manage confidential business and financial information.
Preferred
- Small business operations experience.
- Payroll administration experience.
- HR and benefits administration experience.
- CRM software experience.
- Insurance administration experience.
- Project coordination experience.
Small Business Experience Preferred
Strong preference will be given to candidates with small business experience who are comfortable managing multiple responsibilities, wearing multiple hats, and working directly with company ownership.
Successful candidates will be comfortable operating in an environment where priorities can shift, initiative is valued, and individual contributions have a direct impact on the success of the business.
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What We Don't Need
This position may not be the right fit for someone who:
- Prefers highly structured environments with narrowly defined responsibilities.
- Requires constant direction or close supervision.
- Is uncomfortable making decisions and solving problems independently.
- Dislikes managing multiple priorities simultaneously.
- Prefers repetitive work with limited variety.
- Is seeking a short-term position rather than a long-term career opportunity.
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The Ideal Candidate
- Takes ownership of responsibilities.
- Enjoys solving problems independently.
- Thrives in a small business environment.
- Is highly organized and detail-oriented.
- Follows through on commitments.
- Communicates professionally and confidently.
- Is comfortable wearing multiple hats.
- Wants to become a long-term, trusted member of the leadership team.
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What Success Looks Like
Success in this role means:
- Taking ownership of critical business functions with minimal supervision.
- Maintaining accurate and timely financial records, reporting, and payroll processes.
- Ensuring invoices, collections, insurance renewals, and compliance requirements are completed on time.
- Keeping customers, vendors, and leadership informed and supported.
- Creating and maintaining organized systems that improve efficiency and accountability.
- Anticipating problems before they become issues and proactively recommending solutions.
- Serving as a trusted partner to ownership.
- Managing multiple priorities effectively while maintaining a positive and professional attitude.
- Identifying opportunities for continuous improvement.
- Ensuring customer orders are processed accurately, shipped on time, and communicated effectively to customers.
- Effectively converting qualified company-provided leads into customers.
- Contributing to company growth through strong customer relationships and follow-through.
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Success in the First 90 Days
- Confidently navigate QuickBooks.
- Manage accounts payable and accounts receivable.
- Maintain CRM records and lead tracking.
- Handle routine customer inquiries independently.
- Understand payroll and reporting processes.
- Manage core office functions with minimal supervision.
- Become familiar with consulting administration workflows.
- Develop a thorough understanding of parts ordering, fulfillment, and shipping processes.
- Establish strong working relationships with ownership, customers, and vendors.
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Success After One Year
- Confidently manage day-to-day business operations.
- Maintain accurate and timely financial and administrative records.
- Serve as a trusted partner to ownership.
- Improve multiple business systems and processes.
- Be viewed by customers and vendors as a reliable point of contact.
- Contribute to company growth and operational excellence.
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Compensation & Performance Bonuses
- $60,000 - $75,000 annual salary DOE.
- Performance bonuses for converting company-provided leads into completed sales.
- Compensation based on experience, demonstrated skills, and ability to assume responsibility for the role.
Bonus Opportunities
- $100 bonus for qualifying smaller sales.
- $250 bonus for qualifying mid-sized sales.
- $500 bonus for major equipment, consulting, or project sales.
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Benefits
- Paid vacation
- Paid holidays
- Health insurance
- Professional development opportunities
- Long-term career growth
- Direct interaction with company leadership
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Long-Term Opportunity
We are looking for a long-term team member who wants to grow with the company and become a trusted operational partner to ownership.
This role offers significant responsibility, direct interaction with company leadership, and the opportunity to make a meaningful contribution to the continued growth and success of the business.
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Apply Now
If you're a highly organized professional who enjoys taking ownership, solving problems, building relationships, and making a meaningful impact in a growing business, we'd love to hear from you.
Pay: Up to $70,000.00 per year
Work Location: In person
