Business Operations Specialist

Business Operations Specialist

Introduction:
GavinHeath is partnering with a client in Littleton, CO looking to add a Business Operations Specialist to their team. The role is a Full-Time, hybrid position (2 days/week on-site; candidate selects in-office days) with our partner in public-sector IT solutions.

Responsibilities:

• Own the post-award order lifecycle from customer PO through proof of delivery and clean handoff to Accounting.
• Create/send purchase orders, perform ERP/CRM entry and validation, track shipments and ETAs, and manage RMAs to resolution.
• Coordinate cross-functionally with Outside/Inside Sales, Sales Engineering, Project Management, Accounting, vendors, and customers to keep deals moving and aligned.
• Support BOM/RFQ workflows with Sales/Engineering; request/confirm pricing with manufacturers/distributors and maintain proactive status updates.
• Monitor vendor timelines, mitigate slippages with recovery plans, and escalate through operations leadership when necessary.
• Track professional services (often multi-month) and align invoicing with verified progress; drive partial-invoice decisions when appropriate.
• Interface with integration/fulfillment operations (e.g., staging/stack/build) to ensure accurate, on-time delivery to end users.
• Apply and improve SOPs/checklists to sustain high accuracy, audit-ready documentation, and reduced cycle times.
• Operate with compliance rigor in a 90% federal customer mix (e.g., FAR/DFARS awareness, rated orders, agency-specific requirements).
• Contribute to a collaborative, cover-for-each-other team culture; participate in regular ops huddles and knowledge sharing.
• Support peak-period demands during federal fiscal year-end (September), including occasional evenings/weekends.

Qualifications:

Required

• Demonstrated ownership of post-award order workflows in a VAR/SI, OEM/distributor, or similar environment (quote/PO ERP/CRM shipment/services tracking proof of delivery Accounting).
• Meticulous attention to detail with layered QA controls that prevent misorders and invoicing errors.
• Strong cross-functional coordination and audience-aware communication with Sales, Engineering, Accounting, vendors, and customers.
• ERP/CRM proficiency (Dynamics 365 Business Central or comparable systems) and solid Excel/spreadsheet skills.
• Familiarity with public-sector procurement norms or the ability to ramp quickly within a compliance-heavy, 90% federal book of business.
• Vendor management experience, including RMAs, ETA risk management, and proactive stakeholder updates.

Preferred

• Experience in complex, multi-vendor/distributor programs and BOM/RFQ processes.
• Documented process-improvement outcomes (e.g., SOP/checklist creation, cycle-time reduction, error-rate reduction).
• Working knowledge of federal acquisition frameworks (FAR/DFARS) and rated-order dynamics.
• Certifications such as CAPM/PMP or Lean/Six Sigma; current/recent clearance a plus (if applicable).
• Comfort coordinating mixed deliverables (hardware/software/services) across long-running engagements.