Operations & Finance Manager - Brazil

GENERAL DESCRIPTION

The Operations & Finance Manager will play a critical role in ensuring the smooth functioning of our company’s operational and financial processes. This position is responsible for optimizing operational efficiency and overseeing financial transactions and managing budgets. This role will be responsible for day-to-day operations, ensuring efficient resource utilization, implementing process improvements, and maintaining high-quality and safety standards. Additionally, this position will play a crucial part in strategic planning, budgeting, and forecasting to achieve the company’s goals and objectives.

This position will be located in Sorocaba, Brazil.

ESSENTIAL JOB FUNCTIONS

OPERATIONS

Lead Operations Team

Oversee the daily activities of the Operations’ (Ops) Team consisting of Administrative, Finance, Logistics, and Facilities. Responsible for defining the Team’s goals and strategies in addition to assuring achievement of the goals. Responsible for ensuring the Ops Team follows designed processes and timelines. Responsible for solving the logistics and facilities day-to-day problems. Monitors performance against operational goals and evaluates and enhances current operational systems. Develops reporting and auditing processes used to analyze operational effectiveness and reviews performance reports from Ops Team. Implements company policies, procedures, and initiatives to ensure efficient operations.

Responsible for coordinating work provided by Import / Export broker

Serves as point of contact for tasks related to the broker. Ensure the import/export process is adhered to on a timely basis.

Lead Order Fulfilment and Service Center

Oversee/coach the Order Fulfilment and Service Center Team Ensure order fulfilment and service maintenance is conducted on a timely basis. Ensure data quality of order fulfilment and service center processes. Ensure order management flows smoothly; i.e. orders entered in ERP system, importation/exportation issues handled properly, international logistics are followed, invoices issued properly, product delivered to the customer properly (logistics), customer payment collected and to ensure devices are received and delivered properly and on a timely basis. Ensure process - Repair and Calibration of OMICRON devices are completed on a timely basis. Ensure process - boards / components / local stock are ordered properly and on a timely basis.

FINANCE

Responsible for managing Accounts Payable process; i.e. ensure monthly payments accordingly, requests/receive A/P, verify values, request payments Responsible for managing Accounts Receivable process; i.e. generate “boleto”, if needed, request/verify A/C, update Sales Team (re: overdue), generate Collection Letters. Coordinates finance processes into Bank Account; i.e. credit card requests and user maintenance. Responsible for national and international Payments; i.e. define best option to execute these payments, send documentation to broker, execute and approve payment, ensures invoice payment registration (for example, central bank of Brazil), and provides requested information to be paid (i.e. invoice, importation documents, etc…). Responsible for Commission Handling; requesting invoice (nota fiscal) of Sales Partner, generate A/P, issue monthly reports and a Commission report for Year-End-Closing Responsible for Liquidity Management; implementing cash flow accordingly and determine when to provide international payments; make recommendations for cost savings. Support P&L budgeting and execution Coordinate Expense Reporting process; ensure they’re processed on a timely manner, approval of these expense reports for the Brazil office, and coordinate payment of reimbursements. Make process improvement recommendations and set up guidelines for employees to follow
(regarding AP/AR and expense reports).

Accounting

Coordinate Transfer Price Reports; provide requested information and analysis of reports - take action accordingly. Coordinate work provided by Accounting third party vendor together with OMICRON Global Finance and Legal team; serve as primary point of contact, ensure data quality in all systems (accounting, local ERP, and global ERP), , provide regular meetings to the contractor and resolve any problems, provide inventory of assets on a regular basis. Responsible for Asset Management; update inventory, support accounting third party regarding inventory information and provide information from transportation invoice (NF de transporte). Responsible for providing Year-End-Closing support; provide revenue recognition, update inventory assets, and provide requested information to accountant and OMICRON Global Finance and Legal team.

Tax Compliance

Overseeing invoice issuance in Brazilian ERP for Services & Sales, Importation, Transportation and others by the team. Overseeing posting invoices in the Global ERP by the team. Responsible for Exemption importation tax products list (ex-tarifario); i.e. provide maintenance of exemption tax products lists, maintain and renew applicable exemptions of importation taxes, and provide new exemption importation tax product support General Duties Safety and Health; Responsible for insurance renewals, employee benefits management Support Legal topicsRenew digital certificate, support legal team for individual topics Serve as Liaison for OMICRON Global Finance and Legal Participate in regular meetings with OMICRON Global Finance and Legal teams, assist in problem solving. Serve as facilities supplier coordinator; i.e. responsible for purchasing processes and office products/groceries for the office, negotiate with supplies related to all office functions; i.e. offices, phones, cleaning services, etc… Responsible for logistics coordination of external visitors; i.e. lodging, transportation, Visas, any other visitor’s needs. Responsible for documentation management; i.e. ensure availability of OMICRON documentation and customer portals are up to date, 

KNOWLEDGE, SKILLS AND ABILITIES

General knowledge of Accounting and Finance principles Strong knowledge in ERP systems Strong knowledge in Microsoft Office programs (Excel, PowerPoint, Word, Outlook) Solid knowledge in Brazilian taxation rules and legislation Previous experience in developing product sales and servicing processes in Brazil Excellent communication skills verbal and written required Portuguese required, advanced English is required, Spanish desirable but not required Good presentation and negotiation skills Willingness to travel internationally 

WORK EXPERIENCE REQUIREMENTS

At a minimum of least 5 years’ experience in areas mentioned in essential job functions above.

This is not an exhaustive list of all duties and responsibilities. OMICRON electronics reserves the right to amend and change responsibilities to meet business and organizational needs as necessary.

EDUCATION REQUIREMENTS

Bachelor's Degree from an accredited school or university in a related field from listed within essential job functions. 

WORKING CONDITIONS

Physical Demands: In general, the following physical demands are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to allow differently-abled individuals to perform the essential functions of the job. Must be able to see, hear, speak and write clearly in order to communicate with customers; manual dexterity required for occasional reaching and lifting of large objects more than 20 pounds, and operating office equipment; Frequent sitting, occasional bending and kneeling. Work Environment: In general, the following conditions of the work environment are representative of those that an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to allow differently-abled individuals to perform the essential functions of the job within the environment. The office is clean, orderly, properly lighted and ventilated. Noise levels are considered low to moderate.
OMICRON distinguishes itself by:

·Not just offering a position, but an opportunity for growth and development in a international multi-cultural company.
·Having fun while working as a part of a professional team.
·Encouraging personal initiative through flat hierarchies.
·Our extraordinary corporate culture and strong commitment to a healthy "work-life-balance."
·Offering an attractive benefit package.

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