Investigation Operations Manager

SUMMARY DESCRIPTION: The Operations Manager is a full-time management position responsible for the day-to-day operations of the agency, including office and staff management, billing oversight, human resources, licensing and regulatory, an client relations. The ideal candidate has strong leadership, organizational, communication, and interpersonal skills and is comfortable supporting investigators, administrative staff, and ownership in a confidential environment.

This position is full time with occasional evenings and weekends as necessary, and some duties may be performed remotely. The Operation Manager will oversee operations in Arizona and other regions the agency operates in. The salary will be a combination of a base salary plus commissions.

Operations Management

Duties include but not limited to:

• Report directly to the CEO
• Oversee daily office and agency operations
• Coordinate case intake, assignment, scheduling, and deadline tracking to keep workloads balanced and clients informed.
• Review reports and case documentation for completeness, accuracy, and professional quality before delivery to clients.
• Keep track of client and vendor records and equipment maintenance.
• Develop, document, and improve agency policies, procedures and quality control practices

(time sheets, receipts, expense and administrative documents).

• Train staff on administrative policies and procedures.
• Assist with budget planning and identify operational risks and ways to reduce them

Billing Oversight

Duties include but not limited to:

• Oversee billing and invoicing to ensure invoices are accurate, timely, and consistent with client agreements.
• Monitor accounts receivable and follow up on past-due balances.
• Review and approve accounts payable, vendor payments, and investigator/subcontractor payments.
• Review payroll and time/expense records for accuracy before submission to the payroll provider or accountant.
• Review financial and billing data and generate reports for management.
• Work with the agency's outside accountant or bookkeeper as needed.

Human Resources

Duties include but not limited to:

• Manage recruiting, applicant paperwork, and on-boarding of new employees and subcontractors.
• Process and file paperwork for all current, incoming, and former employees.
• Prepare employee IDs and maintain employee records and files.
• Ensure employees understand company policies and procedures
• Review and submit incident reports to clients.

Compliance

Duties include but not limited to:

• Track and maintain agency, license manger, and investigator licensing renewals in each state of operation.
• Maintain required insurance, bonding, and subcontractor (1099) documentation.
• Complete and submit required licensing, regulatory, and annual business reports.
• Ensure operations and investigative activities follow applicable laws, regulations and agency policies, including confidentiality and privacy requirements.
• Maintain secure handling and retention of evidence, reports, and client information.

Client Relations & Sales

Skills include but not limited to:

• Serve as primary point of contact for client questions on scope, budgets, timeliness, and case status.
• Work with current clients to evaluate and improve current service contracts.
• Work with current clients to identify their needs for additional services.
• Negotiate contracts and client set-up/renewal of services.
• Work with leadership/owner on marketing and business development ideas.

Skills

Include but not limited to:

• Ability to take initiative, prioritize, and respond to work demands in a flexible manner with minimal supervision.
• Excellent written and verbal communication and interpersonal skills, with the ability to function as a team player who can interact with others at all levels.
• Computer literate and proficient an Excel, Word, and Outlook.
• Highly organized with meticulous attention to detail.
• Strong work ethic and a commitment to high professional ethical standards.
• Ability to maintain confidentiality and demonstrate a high level of integrity.

Operations Manager Requirements:

• Minimum of a Bachelors degree in Business Administration, Criminal Justice, or a related field (relevant experience may be substituted).
• Two or more years of Management/Supervisor experience.
• Experience in operations or office management, preferably in private investigations, security, insurance claims, or law enforcement.
• Working knowledge of billing and accounting software(QuickBooks/Sage).
• Knowledge of, or willingness to learn private investigator licensing and compliance requirements in Arizona and other states of operation.
• Experience or desire to work with management in security and investigations.
• Good knowledge of business functions.
• Flexible schedule to include occasional evenings and/or weekend work as needed.
• Willingness to take other duties as they arise within scope of work.
• Must pass background check

Pay: $60,000.00 - $90,000.00 per year

Benefits:

• Relocation assistance

Education:

• Bachelor's (Required)

Experience:

• Management: 2 years (Required)
• Investigation: 2 years (Required)

Work Location: Hybrid remote in Phoenix, AZ 85022

Salary : $60,000 - $90,000