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Business Operations Manager

  • Full-time, 9 - 5 EST regular office hours, with room for flexibility.
  • Hybrid office with min 2 days per week in-person at our Queen & Spadina/ University office location. Rooftop patio, team events & nice people included. :)
  • Competitive salary aligned with your experience and qualifications + benefits including health spending account.
  • Titan ONE is an equal opportunity employer.

Titan ONE is looking to find a passionate Business Operations Manager to help keep our agency running smoothly.

Role Overview

At Titan ONE, we don’t do cookie-cutter marketing. We’re a boutique B2B agency helping clients grow through sharper strategy, braver creative, and more meaningful connections. Now, we’re looking for a Business Operations Manager who’s not just about the numbers — but someone who knows how to run the financial and operational backbone of a nimble, fast-moving agency.

This isn’t your typical role. It blends finance, operations, people systems, and a bit of culture magic to keep our team thriving and our work profitable. You’ll partner closely with leadership, oversee budgets and invoicing, fine-tune our tools and processes, and help shape the future of how we scale smartly.

You’ll love this role if you:

  • Come from the agency world (or something close to it) and love helping creative teams thrive
  • Are just as comfortable in QuickBooks as you are problem-solving with team leads
  • Want variety — your day could include budget reporting, onboarding a new hire, tracking a SaaS subscription, and suggesting a new process for project scoping
  • Enjoy taking ownership and improving systems without a big corporate playbook

How You Contribute to Titan ONE:

  • Own the day-to-day finance and bookkeeping goals, working alongside our bookkeeper, including timely management of AR/AP, project budgets, invoicing, and cash flow
  • Monitor time tracking, flag SOW overages, and ensure we’re staying profitable across projects
  • Lead timelines to meet payroll (working with payroll coordinator where needed), contractor onboarding, benefits tracking, and compensation documentation
  • Manage operational tools, vendor relationships, and internal workflows (finance, HR, admin)
  • Support leadership with reporting, financial snapshots, and process improvements
  • Help create a smooth, people-first hybrid office experience — including team events and culture touches

 

The Details:

This is a hybrid role that combines core financial oversight with operational coordination in our growing creative B2B agency. Key responsibilities fall under five categories below:

Financial Oversight

  • Monitor and manage full-cycle bookkeeping with QuickBooks Online (QBO), working alongside bookkeeper
  • Track budgets and expenses by client/project
  • Oversight and approvals on sending client invoices; follow up on outstanding AR with bookkeeper
  • Reconcile accounts (bank, credit cards, Plooto, etc.)
  • Oversee and approve AP and contractor/vendor payments weekly and ad-hoc (via Plooto), working with bookkeeper
  • Monitor cash flow and reconcile accounts (chequing, VISA, etc.)
  • Backing up bookkeeping when needed, reconcile credit cards and approve staff receipts
  • Support U.S. contractor payments and basic currency conversion
  • Track class codes for project-based accounting
  • Coordinate with Titan One’s external accountant on month-end and year-end reporting
  • With payroll lead, monitor and ensure compliance for GST/HST and EHT

Time & Budget Monitoring

  • Maintain and monitor time tracking through TimeCamp and flag variances
  • Build and maintain dashboards for time utilization and project burn rates
  • Manage and oversee budget control reports (BCRs) in collaboration with account leads
  • Flag potential SOW overages and recommend mitigation
  • Collaborate with accounts team on SOW prep and renewals
  • Register new clients and set up systems for time and billing
  • Provide inputs to the financial consultant for monthly performance snapshots

Payroll & Compensation Support

  • Approve payroll through Humi with payroll lead and manage team reimbursements
  • Coordinate contractor documentation (e.g., agreements, tax forms) for onboarding and payments including T4s
  • Maintain up-to-date compensation and classification records
  • Track and report on vacation, time off, and HSA benefits
  • Flag anomalies in time vs. scope usage

Operational Systems & Process Improvement

  • Oversee admin operations and vendor relationships (e.g., software, IT, office)
  • Manage office expenses for hybrid office needs, operations expenses (ie. insurance), tool subscriptions, and license budgeting (Suggest cost-effective tools or process changes)
  • Procure and track office equipment and team tech (laptops, accessories)
  • Maintain internal SOPs for finance, HR, and admin workflows
  • Contribute insights to improve pricing, margins, and operational efficiency

People, Office & Business Support

  • Manage the Humi HRIS including group benefits program and HSA administration
  • Support new hire onboarding (contracts, system access, equipment) and coordinate employee offboarding (including overseeing and approving ROEs, vacation pay, and final payroll)
  • Be the first point of contact for HR policy and process questions
  • Track team milestones, special dates/events, and culture moments
  • Track and budget for internal team events, gifting, and celebrations

 

Essential Qualifications:

  • Minimum 10 years’ experience in a finance, operations, or controller-style role at a marketing/advertising agency
  • Strong knowledge of bookkeeping and financial processes
  • In-depth working experience with QBO or related accounting/bookkeeping software
  • Familiarity with TimeCamp, Plooto, and Humi (or similar tools)
  • Experience managing budgets, dashboards, and team time tracking
  • Excellent organizational and communication skills
  • A proactive mindset and interest in making systems more efficient
  • Experience in marketing, advertising, creative, or professional services is highly valued
  • Familiarity with agency workflows and vendor relationships is a plus

In addition, you possess the following skills:

  • Organized and detail-oriented, with a knack for juggling tasks and staying on top of the numbers
  • Comfortable with budgets, invoicing, and software including Google Workspace (Docs, Sheets), Microsoft Office, Humi, TimeCamp (or similar), 
    Monday.com (or similar), and similar tools
  • A problem-solver who’s always looking for smarter, more efficient ways to get things done
  • Clear communicator who works well with teams, clients, and vendors
  • Self-motivated, adaptable, and able to keep things moving in a fast-paced environment
  • Trustworthy and discreet when handling sensitive financial or team information

Certifications (Not Required, but Beneficial):

  • Certification in project management (e.g., CAPM, PMP) or financial systems (e.g., QuickBooks Certification).
  • Advanced Google Workspace and Excel training or other data management courses.

 

A Day in the Life of the Business Operations Manager at Titan ONE:

8:30 AM – Starting the Day

  • Grab a coffee and check your email for any updates from the team or vendors.
  • Review the schedule for the day, including meetings with the Senior Leadership Team (SLT) and project leads.
  • A freelancer has a payment question, and you make a quick note to check the correct forms/invoices are approved and payment is queued in Plooto.

9:00 AM – Weekly Budget Check-In

  • Meet with the Managing Director and Account Managers to review project budgets and resource allocation.
  • Confirm that all tracked hours and expenses are aligned with estimates.
  • Note any potential overages and flag them for follow-up.


10:00 AM – Vendor Coordination

  • You reconcile this month’s invoices, flagging a discrepancy in one line item. You follow up with the Account Manager to clarify.
  • You review overdue AR and prep reminder notes for two clients. Then you review a new SOW and pricing for an Account Manager.
  • Next, you issue two new invoices in QBO and send to client. Everything is tracked and clean in QBO.


11:00 AM – Operational Housekeeping

  • Order office snacks and coordinate a maintenance visit for the window blinds that are sticking.
  • Start prepping the next team culture activity, looking for venues and setting up a budget.
  • Schedule a team-building lunch next week to celebrate a successful project launch.
  • Update Monday.com with the latest task progress and ensure all team members are on track with deadlines.


12:30 PM – Lunch Break

  • Step out for lunch or catch up with colleagues in the office kitchen.

1:30 PM – Invoicing Prep

  • HR onboarding SOP, review the new team member’s onboarding checklist, and upload their signed contract. 
  • CRA has some questions about a previous HST payment, so you review the questions, research the requirements, and prepare the previous payment details for an upcoming call with them.
  • Process two team reimbursements and approve one software renewal based on the upcoming campaign needs.

3:00 PM – Special Projects

  • Coordinate with CFO, sending updated project burn-rate metrics and last month’s actuals for the leadership snapshot. 
  • Start prep for an insurance renewal application due next week.
  • The Accounts team also has a quick invoice request that came in for a client ad campaign. You jump into gear to help prep the SOW for a quick client sign-off, then invoice immediately.

4:00 PM – Culture & Tools

  • Source a quote for a new computer for a team member, schedule a gift for someone’s work anniversary, and check on snack orders for the hybrid team day next week.
  • You also flag a low-use SaaS subscription for review.

5:00 PM – Wrapping Up

  • Review your to-do list for tomorrow, ensuring any priority tasks are highlighted.
  • Log off with the satisfaction of knowing you kept the agency running smoothly, finances in check, and the team supported!

 

Why Join Us?

  • Opportunity to work with a diverse clientele across various industries.
  • A creative, collaborative work environment that values innovation and creativity.
  • Comprehensive benefits package including health, dental, and vision insurance.
  • Professional development opportunities to advance your career.
  • Flexible work arrangements to support work-life balance.

 

 

Think we might be a fit? Fantastic.

Please send your CV and specifics about your capabilities and experience to apply@titan-one.co with the subject line: Application for Business Operations Manager. Feel free to tell us a bit more about yourself and what you're looking for in the evolution of your career.

We're looking forward to meeting you!

Application Deadline: June 30, 2025

We are committed to creating a diverse environment and are proud to be an equal-opportunity employer. All qualified applicants will receive consideration for employment without regard to race, colour, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.

 

About Titan ONE

Based in Toronto, we are a strategic marketing agency serving clients throughout North America. Our mission is to craft distinctive, high-impact brand and go-to-market strategies that resonate. With an unwavering commitment to creativity, innovation, and precision, we deliver exceptional results that fuel growth and elevate brand visibility. Our team consists of passionate, dynamic professionals who are dedicated to pushing boundaries and reshaping the brand and digital marketing landscape.