Company Description

Founded in 1912, the American Association of Port Authorities (AAPA) is the unified voice of the seaport industry in the Americas. AAPA empowers port authorities, maritime partners, and service providers to create economic and social value for their communities. The organization provides advocacy and public outreach to influence seaports' most urgent public policy issues.

Job Summary

The American Association of Port Authorities, a Washington, D.C.-based trade association representing ports throughout the Western Hemisphere, seeks a Business Operations Manager. The role will lead daily operations and ensure seamless execution of business processes. The ideal candidate will have a versatile skill set, capable of prioritizing financial management, supporting HR initiatives, managing IT vendors, overseeing the company’s SharePoint and intranet, and handling office operations. This position reports directly to the Vice President of Finance and Administration.

Work Location

This is a hybrid role, requiring part of the workweek to be spent in the DC office.

Responsibilities

Financial Management

• Oversee accounts payable, and accounts receivable, while ensuring timely invoices, payment collection, accurate record-keeping, and communication with customers regarding their accounts.
• Perform accounting tasks including journal entries, reconciliations, and maintenance of financial records.
• Collaborate with the finance team to prepare budgets, monitor expenses, and generate financial reports.
• Assist with ensuring compliance with internal controls, policies, and regulatory requirements related to office and accounting functions.
• Ensure compliance with financial regulations and company policies.

Human Resource Coordination

• Support recruitment, onboarding, offboarding, and training processes.
• Assist in the development and implementation of employee engagement and retention strategies.
• Manage other HR program initiatives

IT and SharePoint Management

• Serve as the primary liaison to the IT vendor, ensuring timely support and resolution of technical issues.
• Manage the company’s SharePoint and intranet, ensuring content is up-to-date and accessible to employees.
• Oversee IT-related procurement and maintenance, including hardware, software, and licenses.
• Collaborate with IT vendors to implement and maintain secure and efficient technology systems.

Office Management

• Oversee the daily operations of the office, ensuring a productive and professional work environment.
• Provide general support to staff members and departments as needed, including assisting with special projects, conducting research, and performing other tasks as assigned.
• Manage office supplies, equipment, and facilities, ensuring optimal functionality and addressing maintenance needs promptly.
• Implement and enforce office policies and procedures to enhance efficiency and compliance.

Qualifications

• Bachelor’s degree in business administration, management, accounting, or a related field. In place of a degree, an equivalent combination of relevant professional experience and specialized training in a related field may be accepted.
• 3+ years of experience in operations management or a similar role.
• Strong organizational and multitasking skills with excellent attention to detail.
• Proficiency in financial management, accounting principles, and bookkeeping.
• Experience in vendor management and negotiation.
• Knowledge of HR practices and regulations.
• Familiarity with IT systems, SharePoint, and intranet management, a plus
• Strong communication and interpersonal skills.
• Ability to travel as required for events and meetings.
• Experience with Microsoft Office suite or Google Suite
• Proficiency with Customer Relationship Management Systems (CRMs)
• Ability to work independently and collaboratively in a fast-paced environment.

This job description may vary depending on the specific needs and priorities of the organization.