Business Operations Supervisor

Overview

The Administrative Supervisor is responsible for leading the administrative functions that support operational execution and customer satisfaction. This position oversees the Certifications and Invoicing team while ensuring the accuracy and timeliness of all certifications and customer invoices. In addition, the Administrative Supervisor is responsible for the day-to-day management of Accounts Receivable (AR) and Accounts Payable (AP), ensuring accurate financial transactions and supporting healthy cash flow. This role serves as the leader of the administrative department and works closely with Operations, Quality, Customer Service, Planning, Shipping, and Finance to ensure efficient workflow, exceptional customer service, and continuous process improvement.

Responsibilities

• Supervise, coach, and develop the Certifications and Invoicing team.
• Establish clear performance expectations and accountability.
• Conduct regular one-on-one meetings and performance reviews.
• Ensure appropriate staffing levels and workload distribution.
• Cross-train team members to eliminate single points of failure.
• Foster a culture of accuracy, accountability, collaboration, and continuous improvement.

Certifications

• Ensure certifications are accurate, complete, and compliant with customer, regulatory, and accreditation requirements.
• Review certification quality and identify opportunities to reduce errors.
• Monitor First Time Right (FTR) performance and implement corrective actions when targets are not achieved.
• Standardize certification processes and documentation.
• Ensure customer-specific certification requirements are consistently met.
• Support internal and external audits as required.

Invoicing

• Oversee daily invoicing workflow to ensure timely and accurate billing.
• Verify pricing accuracy prior to invoice release.
• Ensure ancillary charges, certifications, expedites, and customer-specific fees are properly applied.
• Resolve invoicing discrepancies promptly.
• Maintain timely billing by monitoring invoice backlog and aging.

Accounts Receivable

• Oversee customer collections and outstanding receivables.
• Monitor aging reports and collection activities.
• Partner with the GBS, Sales and Customer Service to resolve disputed invoices.
• Support month-end financial close activities.

Accounts Payable

• Process vendor invoices accurately and timely.
• Create purchase orders and ensure proper approvals are obtained prior to payment.

Process Improvement

• Evaluate administrative workflows for efficiency improvements.
• Develop standardized work instructions and best practices.
• Identify opportunities for automation and process simplification.
• Track departmental KPIs and recommend improvement initiatives.
• Support implementation of new administrative processes and systems.

Cross-Functional Collaboration

• Work closely with: Operations, Production Planning, Customer Service, Shipping & Receiving, Quality, Finance.
• Ensure administrative processes support operational objectives.
• Communicate issues proactively and assist in resolving customer concerns.
• Participate in daily production meetings and other operational reviews as needed.

Key Performance Indicators (KPIs)

• Certification and invoice First Time Right (FTR).
• Invoice and certification turnaround time.
• Accounts Receivable aging.
• Team productivity.
• Cross-training completion.
• Customer satisfaction (NPS).

Skills / Qualifications

• Previous supervisory or leadership experience preferred.
• Strong understanding of certification and invoicing processes.
• Experience with Accounts Receivable and Accounts Payable.
• Excellent organizational and time management skills.
• Strong attention to detail and commitment to accuracy.
• Ability to prioritize multiple responsibilities in a fast-paced environment.
• Excellent written and verbal communication skills.
• Proficiency with ERP systems and Microsoft Office Suite.
• Strong analytical and problem-solving abilities.