Chief Operating Officer - Ecommerce Bookkeeping Firm

Company Synopsis:

Ottit is a full service bookkeeping agency serving fast growing e-commerce businesses powered by Shopify, actively managing over 150M in revenue. We are seeking an experienced and highly capable Chief Operating Officer (COO) to join our leadership team and play a pivotal role in driving our operational excellence and growth.

Position Description:

As the COO of Ottit, you will be responsible for overseeing the entire operational landscape of the firm, ensuring that it operates efficiently and delivers outstanding services to our clients, while the CEO focuses on growth, strategic partnership, and client acquisition. Your primary job roles will include, but are not limited to:

Building and Managing Overseas Employee Infrastructure:

• Collaborate with HR and department heads to identify talent needs, source candidates, and build a high-performing, diverse, and motivated team.
• Develop and implement a robust infrastructure for hiring, training, and onboarding overseas employees to support our bookkeeping operations.

Team Lead Management:

• Provide guidance and mentorship to team leads, ensuring they have the necessary resources and tools to lead their teams effectively.
• Supervise and support team leads, fostering a positive and collaborative work environment.

Account Management:

• Oversee and manage all client accounts, ensuring timely and accurate bookkeeping services are delivered to each client.
• Collaborate with the Sales and Customer Success teams to address client needs and maintain strong, long-lasting relationships with clients.

Bookkeeping Operations Management:

• Implement quality control measures to maintain the accuracy and integrity of financial data.
• Streamline and optimize bookkeeping processes and procedures to enhance operational efficiency and ensure compliance with industry standards.

Internal SOP Development and Documentation:

• Develop a comprehensive strategy for building, documenting, and implementing SOPs across all bookkeeping functions and internal processes.
• Ensure SOPs are regularly reviewed and updated to reflect changes in industry standards, regulations, and company policies.
• Lead the creation of detailed SOPs for each bookkeeping and operational function, defining step-by-step procedures, roles, responsibilities, and best practices.

Training and Communication:

• Work with HR and Training teams to ensure that all employees are trained on the SOPs relevant to their roles during onboarding and ongoing training sessions.
• Establish communication channels to notify team members of SOP updates and changes promptly.

Quality Control and Compliance:

• Collaborate with Compliance and Legal teams to ensure that SOPs align with relevant laws, regulations, and industry standards.
• Implement a system for monitoring adherence to SOPs and maintaining quality control throughout the bookkeeping processes.

Documentation Management:

• Ensure proper version control and secure access to confidential SOPs.
• Create a centralized repository for storing and managing SOPs, making them easily accessible to all employees.

Continuous Improvement:

• Encourage a culture of continuous improvement by seeking feedback from employees on SOPs and proactively identifying areas for enhancement.
• Regularly analyze operational metrics and performance indicators to identify opportunities for process optimization.

Leadership and Strategic Planning:

• Work closely with the CEO and other executive team members to contribute to the development and execution of the company's strategic plans.
• Provide insights and recommendations on operational improvements and expansion opportunities within the eCommerce niche.

Requirements:

• Experience in building and managing overseas teams, as well as a deep understanding of international employment regulations and best practices.
• Exceptional verbal and written communication skills, with the ability to articulate ideas clearly and persuasively.
• Bachelor's degree in Business Administration, Finance, or a related field. A Master's degree is a plus.
• Strategic mindset with the ability to align operational efforts with the company's long-term goals.
• Proven ability to adapt to a fast-paced, ever-changing environment and make data-driven decisions.
• 5+ years of proven experience in a senior leadership role within a bookkeeping or financial services firm, with a strong focus on eCommerce clients.
• Well versed in software, including but not limited to: Karbon, HubSpot, Slack, QuickBooks Online, Xero, FathomHQ, A2X and more.
• Must work PST (Pacific Standard Time)
• Demonstrated track record of successfully managing and leading teams, with strong interpersonal and communication skills.
• Extensive knowledge of bookkeeping operations and financial processes, with a keen eye for detail and accuracy.

Perks & Benefits:

• 💰 100,000 - 120,000 CAD Salary (Dependent on Qualification)
• 🖥 Home Office Set Up Fund
• 🏡 Fully Remote (Work-From-Home) Position
• 🎁 Quarterly Bonus Eligibility
• 🏥 Health Insurance
• 🏝 Unlimited PTO
• 🎉 Equity & Profit Distribution Eligibility

Join our team and be part of an innovative and forward-thinking company that is shaping the future of bookkeeping services within the eCommerce niche. Your expertise in building, documenting, and creating internal SOPs will be instrumental in enhancing our operational efficiency, maintaining high-quality standards, and positioning us for sustainable growth.

At Ottit, we are committed to providing a discrimination-free and inclusive work environment. We embrace diversity and offer equal employment opportunities to all, regardless of race, color, religion, sex, national origin, age, disability, sexual orientation, gender identity, Veteran status, or criminal history (consistent with legal requirements). Join us to be a part of a team that values each individual's unique contributions and fosters a culture of respect and growth.