Director of Business Operations

REMOTE (WORK FROM HOME) JOB: THIS JOB IS AVAILABLE FOR APPLICANTS IN THE PHILIPPINES OR SOUTH AMERICA.

BEFORE YOU READ THE JOB DESCRIPTION:

1. Please complete the application process in ENGLISH. English proficiency must be fluent. Written and spoken English will be evaluated.

2. Must be freelance, NOT part of another agency already.

We are a hyper-motivated crew of internet marketing experts based in Houston, Texas. We're on a mission to provide truly profitable data-driven marketing solutions, primarily for The Automotive industry.

We love working together to accomplish one thing: persuade people to do business with our clients, and do it more often. Seeing our clients make more money and collaborating together to accomplish their goals is what drives us to slam down a couple of espressos every morning and fire up our brain cells.

Please complete our application form below:

https://hiring.fountainforward.com/business-ops-mgr-form

The Business Operations Director is responsible for ensuring the financial, procedural, and legal health of the organization. This role drives efficiency and accountability across all business processes — overseeing finance operations, compliance, contract management, budgeting, vendor oversight, and internal systems.

1. Financial Operations & Performance Management

Oversee client billing, ad spend invoicing, and collections through Salesforce and QuickBooks.

Manage the A/R Log to ensure accuracy, timeliness, and transparency in revenue tracking.

Supervise accounts payable (A/P), expense reimbursements, and vendor payments.

Maintain and continuously refine financial SOPs for Billing & Invoicing, Ad Spend Processing (Meta, Google, Amazon), Budget Monitoring, Expense & Subscription Management, Collections & Contract Enforcement

Review and reconcile Profit & Loss (P&L) reports monthly to ensure financial accuracy.

Support the COO in monitoring budget vs. actuals, payroll-to-retainer ratios, and departmental spending.

Provide insights on cost optimization and process efficiency improvements.

2. Compliance, Legal, & Risk Management

Lead company-wide compliance initiatives, maintaining and updating the annual Compliance Checklist across HR, Finance, Operations, and Data Privacy.

Coordinate with legal counsel for contract language, separation agreements, and policy reviews.

Oversee company insurance portfolio (Professional Liability, BOP, Cybersecurity, Workers’ Comp), including renewals, documentation, and coverage adequacy.

Track and enforce compliance for vendor contracts, DPAs, and SLAs.

Maintain documented contract adherence processes.

Develop and maintain the Business Continuity and Disaster Recovery Plan.

Manage Errors & Omissions (E&O) reporting and ensure coverage alignment with business risk.

3. Process Management & Systems Optimization

Maintain and continuously improve Standard Operating Procedures (SOPs) for Finance, Operations, and Client Billing.

Ensure alignment and accuracy between Salesforce, Zoho, QuickBooks, and other core systems.

Lead internal process audits to ensure operational consistency and compliance.

Collaborate with the Tech and Operations Director teams for automation and system improvements.

Track operational KPIs such as: % of Outstanding Balances, Client Retention Rate, Department Capacity Utilization, Expense Ratio to Revenue

4. Contracts, Vendors, & Organizational Governance

Maintain a centralized repository of all contracts (clients, vendors, insurance, and NDAs).

Ensure that renewals, amendments, and policy updates are properly documented.

Manage vendor onboarding and compliance, ensuring service terms meet financial and data standards.

Conduct annual vendor reviews to assess cost-effectiveness and risk exposure.

Coordinate closely with the Accounting team for vendor payments, documentation, and audits.

5. Strategic Planning & Reporting

Provide monthly and quarterly operational and financial reports to leadership, summarizing key metrics, risks, and progress.

Collaborate with leadership on budget forecasting, expense planning, and long-term financial strategy.

Identify gaps in operational performance and implement corrective or preventive measures.

Present compliance and operational updates during leadership and audit reviews.

Support strategic decision-making through data-driven recommendations on cost savings, vendor efficiency, and process improvements.

Exceptional analytical and organizational skills

Deep understanding of business finance, compliance, and contract management

High attention to detail with strong follow-through

Strong collaboration and leadership across departments

Strategic mindset with operational execution ability

Discretion and professionalism in handling sensitive business data

Preferred: Marketing industry experience

Key Tools & Platforms

QuickBooks · Salesforce · Zoho People · Justworks (as needed for reference) · Google Workspace · Keeper

- Freedom and flexibility. We’re a team working from around the world. That is, as long as they show up on our weekly calls, do their job correctly, and have a good sense of accountability.

- Autonomy and ownership. Working on a distributed team means you don’t have someone micromanaging you or looking over your shoulder to make sure you’re getting things done. We’re a team of do-ers who take full ownership for their results.

- Be helpful and dedicated. We help our clients be successful. We help our prospects get the right information and make the right decision whether or not it includes our services. We help our team members reach their full potential.

Remote-First Culture: Work from home—or anywhere in the world. We value results, not where you log in from.

Flexible Schedule: We offer flexibility in your daily schedule (within reason) to help you do your best work while maintaining a healthy work-life balance.

Unlimited Paid Time Off: Enjoy an unlimited vacation policy with just two weeks’ notice and manager approval. We also offer paid sick days because your well-being matters.

Parental Leave: We understand the importance of supporting our team members during significant life events. Our maternity and paternity leave policy ensures you can prioritize your growing family without added stress.

Room to Grow: We’re a fast-growing company with massive opportunities for upward mobility. As we grow, you grow with us.

Professional Development: Get access to training in digital marketing, advertising, and leadership to sharpen your skills and advance your career.

Quarterly Performance Bonuses: Earn bonuses based on your performance and contributions to the company’s success.

Paid Referral Program: Earn rewards for referring great talent to join our team!

Health & Fitness Reimbursement (upon tenure): Get support for health insurance or a gym membership—because your well-being matters.