Description

Operations Manager
Position: Operations Manager
Reports To: President / Executive Management
Employment Type: Full-Time

Position Summary
The Operations Manager is responsible for managing and controlling the company’s day-to-day operational activities, including inventory control, distribution, purchasing and ordering, accounts payable coordination, product run-rate analysis, distributor management, and contract administration.

The Operations Manager is expected to maintain strong operational controls, ensure product availability, manage costs, support the sales organization, and develop systems that allow the company to scale efficiently.

Key Responsibilities
Inventory Control
Maintain accurate inventory across company, warehouse, distributor, and consignment locations.
Establish minimum, maximum, and reorder levels.
Monitor inventory movement and product availability.
Perform regular inventory reconciliations and physical counts.
Investigate and correct inventory discrepancies.
Monitor lot numbers, expiration dates, and product traceability when applicable.
Identify slow-moving, excess, and obsolete inventory.
Maintain accurate inventory reporting for management.
Distribution Control
Manage product distribution to customers, distributors, sales representatives, and consignment locations.
Maintain visibility and control over inventory in the field.
Track distributor inventory levels and replenishment requirements.
Ensure distributor inventory is regularly reconciled.
Monitor product transfers, returns, replacements, and adjustments.
Ensure accurate and timely order fulfillment.
Develop processes to improve distribution efficiency and accountability.
Purchasing & Ordering
Determine purchasing requirements based on inventory levels, sales activity, forecasts, and lead times.
Create and manage purchase orders.
Coordinate purchasing with suppliers and manufacturers.
Monitor open purchase orders and expected delivery dates.
Identify potential shortages before they affect sales.
Balance product availability against the cost of carrying excess inventory.
Review supplier pricing and purchasing terms.
Product Run Rates & Forecasting
Calculate and monitor product run rates by SKU.
Analyze historical sales and usage patterns.
Forecast future inventory requirements.
Identify increases or decreases in product demand.
Establish recommended reorder points and safety-stock levels.
Provide management with regular inventory and purchasing forecasts.
Work with sales leadership to incorporate expected growth and new business into forecasts.
Accounts Payable Coordination
Review supplier invoices against purchase orders and received inventory.
Verify pricing, quantities, freight charges, and payment terms.
Approve or coordinate approval of operational invoices.
Track outstanding vendor invoices and upcoming payment requirements.
Resolve invoice discrepancies with vendors.
Maintain organized purchasing and invoice documentation.
Coordinate with accounting/bookkeeping to ensure vendors are paid accurately and on time.
Monitor operational spending against budgets and forecasts.
Distributor Management
Maintain an organized database of all distributors and territories.
Track distributor sales, inventory, purchasing activity, and performance.
Monitor distributor compliance with company requirements.
Coordinate distributor onboarding and termination.
Ensure inventory is properly reconciled when distributor relationships change.
Work closely with sales leadership regarding distributor needs and performance.
Distributor Contracts
Maintain current copies of all distributor agreements and related documentation.
Track contract effective dates, expiration dates, renewal dates, and termination provisions.
Monitor distributor pricing, commission structures, territories, and contractual obligations.
Coordinate execution of new distributor agreements and amendments.
Ensure required documentation is completed before new distributors begin operations.
Maintain organized electronic records of executed agreements.
Alert management to upcoming renewals or contractual issues.
Coordinate with management and legal counsel when contracts require review or modification.
Operational Reporting & Controls
Develop weekly and monthly operational reports.
Report inventory levels, run rates, open purchase orders, product shortages, distributor inventory, and operational expenses.
Establish KPIs for inventory accuracy, fulfillment, purchasing, and distribution.
Identify operational problems and recommend solutions.
Develop standard operating procedures and internal controls.
Improve systems and processes as the company grows.
Key Performance Indicators
Performance should be measured based on:

Inventory accuracy
Product availability
Inventory turns
Reduction of excess inventory
Product run-rate and forecasting accuracy
Purchase-order accuracy
On-time order fulfillment
Distributor inventory accuracy
Accounts payable accuracy
Vendor performance
Contract organization and compliance
Operational cost control
Overall Responsibility
The Operations Manager is expected to take ownership of the operational process from purchasing through payment and distribution.

This includes knowing what inventory the company has, whe

Requirements

Operations Manager – Requirements
Required Qualifications
Bachelor’s degree in Business, Operations, Supply Chain, Finance, or related field preferred.
3–5 years of experience in operations, inventory management, distribution, purchasing, or supply chain.
Strong experience with inventory control and inventory reconciliation.
Experience managing purchase orders, vendor relationships, and product ordering.
Ability to analyze sales data, inventory run rates, usage trends, and forecasts.
Experience managing or supporting accounts payable and invoice reconciliation.
Strong understanding of distribution and logistics.
Ability to review and manage distributor contracts, agreements, renewals, and documentation.
Advanced proficiency in Microsoft Excel, including spreadsheets, formulas, reporting, and data analysis.
Experience with inventory, ERP, accounting, or operations-management systems.
Strong mathematical and analytical skills.
Excellent organizational skills and attention to detail.
Ability to manage multiple responsibilities and deadlines.
Strong written and verbal communication skills.