Location: Hybrid, Boston (onsite two days per week)

General Objectives

The Associate Director of Business Operations reports to the Chief Financial Officer and has significant responsibilities for maintenance of accurate financial records, preparation of sales and product reports, management of transactional processes related to cash receipts and disbursements, preparation of data for tracking backlist reprints, and general office support. The Associate Director of Business Operations supervises one staff – the Associate Business Manager who monitors backlist inventory levels and handles various monthly GL close activities including cash and inventory reconciliations. Acumen is the core financial system for Beacon Press and PRH STAR is repository for sales and inventory activity handled by PRH and the Associate Director of Business Operations is required to have detailed understanding of how both systems work.

The following is a summary of the 8 key responsibility groupings for the Associate Director of Business Operations:

Monthly Financial GL Close and Reporting in Acumen

Overall supervision of monthly GL close process and checklist sign offs for CFO
Monthly Sales Reporting & Analysis to BLT
Quarterly Sales Reporting to Beacon Staff
Audio Sales Reporting to Beacon Staff
Preparation of assigned fiscal year end audit schedules
Documentation and refreshes of Business Office task checklists

Acumen Product & Contract Set Up

All Beacon saleable product set up in Acumen
All Author contracts set up in Acumen
All Rights and Licenses set up in Acumen

Semi Annual Royalty Payout

Direct preparation of statement
Perform accuracy testing
Author Advance Reserve Analysis (quarterly)
Compute payout reserve for new titles
Handle author inquiries
Manage Author Portal
Perform QA analysis after each payout – inquiries, returned checks, etc.

Cash Control

Cash Receipts & AR

Posting cash
Review AR Aging

Cash Disbursements & Accounts Payable

Oversight for timely processing of payments
Education of staff on Beacon Authorization Matrix and invoice processing workflows
Phased transition in Acumen of various categories of cash spend from printed checks to electronic disbursement
In coordination with CFO refresh and maintain workflow for T&E processing
Monthly accounting responsibilities for T&E (timetable TBD)
Prepare files for annual reporting to IRS for 1099’s

Data for Backlist Reprints

Cross train with Associate Business Manager to ensure back up continuity for this key task
Perform ad hoc sales and inventory analysis as needed for Director of Sales and CFO
Identify functionality in STAR that can provide additional analytics and possibly replace some legacy tools to track backlist reprints

Beacon Audio Administration

Process narration/production contracts per the Beacon Authorization Matrix
Maintain record of narration/production contracts
Accounting to track cost spend per audio
Sales and cost analysis for Beacon Audio operational reviews
Track third party Audio license sales

Supervision of Associate Business Manager

Support, coach and supervise Associate Business Manager
Complete required performance review and all compliance related training for supervisors

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