Digital Business Systems

Business Operations Manager
Digital Business Systems (DBS)
Remote (Canada)
Full Time

About DBS

Digital Business Systems (DBS) is a national managed print services (MPS) provider and print and technology partner with over 20 years in the industry, offering authorized products and service through Brother, HP, Konica Minolta, Xerox, and FujiFilm, along with audio visual, PC, and professional services lines. DBS is in an active growth phase. The organization is lean and service first, and leadership is now building out a management layer to bring more structure, oversight, and consistency as the business scales.

Position Summary

DBS is hiring an Operations Manager to provide oversight across the company's admin and finance functions. The current Office Manager is a hands-on operator who executes a high volume of daily work across service, contracts, billing, and collections. The business needs a detail oriented manager who reviews and inspects completed work, builds controls and consistent processes, and manages people and outcomes rather than doing the transactional work directly. This role reports to company leadership, with Darlene and, indirectly, the wider admin support team reporting into it.

Key ResponsibilitiesOversight and Quality Control

• Review and audit completed admin and finance work, including contracts, service agreements, billing, and collections, for accuracy and completeness before issues reach customers or the books.

• Build and maintain controls and checkpoints across admin and finance workflows so errors are caught early, not after the fact.

• Own documentation of roles and responsibilities across the admin and finance team, keeping it current as the organization evolves.

Process and Organization Design

• Map processes across DBS, the integrated Buske operation, and WE Finance to identify overlap, duplication, and manual or time consuming steps.

• Design and roll out standardized processes and clear handoffs across the combined entities.

• Recommend and lead changes to team structure so roles are set up to support continued business growth.

People Leadership

• Manage and develop the admin team, setting expectations, reviewing quality of output, and coaching rather than absorbing the work personally.

• Provide indirect oversight of the broader admin and finance support team spanning collections, AR/AP, service dispatch, contract entry, and billing.

• Develop and support onboarding and cross training as responsibilities shift across the team.

Systems and Reporting

• Ensure consistent, accurate use of core systems across the team, including ECI, QuickBooks/QBO, Printanista, CEO Juice and other tools utilized.

• Use volume and workload reporting to identify bottlenecks, uneven workloads, and opportunities to remove unnecessary manual work.

• Track and report on key operational metrics to leadership on a regular basis.

Integration Support

• Support the ongoing integration of any new companies into DBS operations, including moving contracts, service agreements, and vendor processes onto shared systems.

• Coordinate with financing entities to keep finance adjacent processes aligned across entities.

Cross Functional Collaboration

• Work closely with Technical Services and other cross functional groups to keep service, billing, and customer information aligned and to resolve issues that span more than one team.

• Act as the point of coordination between admin, finance, and Technical Services so field and customer facing teams have what they need from admin.

Billing, Leasing, and Compliance Oversight

• Ensure proper billing and record keeping across lease, sales, and service billing, with clean documentation that holds up to audit.

• Oversee the team that executes lease activations, FinTRAC related requirements, and service billing, making sure work is accurate and on time.

• Identify and pull operational levers for profitability, such as pricing accuracy, billing timeliness, and reducing revenue leakage across leasing and service.

Qualifications

• 5-7+ years in an operations, office management, or business administration leadership role, ideally overseeing a team responsible for multiple admin and finance functions.

• Experience in print, managed print services (MPS), equipment dealer, or manufacturing and distribution environments strongly preferred.

• Demonstrated experience managing or mentoring an office manager or admin lead, not just performing the admin work directly.

• Track record of process documentation, workflow mapping, or operational audits.

• Comfortable working remotely while coordinating across multiple business entities and locations.

Core Competencies

• Attention to Detail and Inspection Mindset: Reviews completed work closely, catches errors before they compound, and does not take output at face value.

• Process and Systems Thinking: Sees workflows end to end, spots overlap, duplication, and gaps across teams and entities.

• People Management: Leads through coaching, clear expectations, and accountability rather than doing the work directly.

• Governance and Controls: Builds checks, documentation, and consistent standards across teams.

• Change Management: Manages the ongoing integration of merging teams and an evolving org structure with minimal disruption.

• Business Acumen: Understands budgets, vendor contracts, and cost drivers across multiple entities.

• Organization and Multitasking: Stays highly organized across many moving parts at once, juggling billing, leasing, compliance, and cross functional requests without letting details slip.

Skills Required

• Proficiency in ECI (or a comparable dealer management or ERP system), QuickBooks/QuickBooks Online, and Microsoft Office or Google Workspace.

• Experience with process mapping and documentation, such as flowcharts, SOPs, and clear role and responsibility matrices.

• Familiarity with MPS and print industry tools, such as Printanista and CEO Juice, is a plus.

• Strong written communication for documenting policies, procedures, and role responsibilities.

• Data literacy, with the ability to read volume and workload reports and translate them into staffing or process decisions.

Reporting Structure

This role reports to company leadership. The DBS Office Manager, and indirectly the wider admin and finance support team, report into this role.

Compensation and Location

Salary: $80,000 to $100,000 CAD annually, based on experience.
Location: Remote (Canada), coordinating with team members and systems across DBS, Buske, and WE Finance.

Digital Business Systems Inc. uses Workwolf’s AI-enabled tools to sort and screen applications based on job-related criteria. All hiring decisions involve human review.