Operations Manager

Operations Manager

We're looking for an Operations Manager to own and optimize the systems that run our clinic day-to-day. This role is responsible for managing our operational tech stack, building and maintaining integrations between systems, and ensuring our workflows scale efficiently as we grow. You'll be the go-to person for how our tools talk to each other and how our operational processes run smoothly.

This role will immediately step into a high-impact project: planning and executing the systems merger following a recent acquisition. You'll be responsible for mapping out both organizations' operational tech stacks, identifying overlaps and gaps, and leading the integration of systems (CRM, EHR, billing, and related platforms) into one unified operating environment.

Own day-to-day administration of core operating systems, including CRM (HubSpot), EHR, billing, and scheduling platforms

Design, build, and maintain integrations between HubSpot and other systems (EHR, billing, payroll, communication tools, etc.)

Monitor system performance, troubleshoot issues, and coordinate with vendors to resolve technical problems

Develop and document standard operating procedures for system usage across teams

Identify opportunities to automate manual/tedious workflows and reduce operational bottlenecks

Partner with clinical, billing, and RCM teams to ensure systems support accurate documentation and billing workflows

Manage user access, permissions, and onboarding/offboarding within operational systems

Track and report on key operational metrics using existing dashboards and tools

Serve as project lead on new system rollouts or major platform changes

Maintain data integrity and consistency across integrated platforms

Required: 3+ years of experience in an operations management or systems administration role, hands-on experience with HubSpot (CRM administration, workflows, automations), demonstrated experience building/managing integrations between multiple software systems (e.g., via native integrations, Zapier, APIs, or middleware), strong troubleshooting skills and comfort working directly with vendors on technical issues, excellent organizational skills and ability to manage multiple systems/projects simultaneously, clear, direct communicator, comfortable documenting processes for non-technical teams

Preferred: Experience in healthcare, telehealth, or a regulated services industry, familiarity with EHR platforms and healthcare billing workflows, experience with financial/ops tools such as NetSuite, Rippling, or similar platforms, based in or near Needham, MA

Full-time, 9:00 AM–5:00 PM EST

Location: Needham, MA area strongly preferred. Remote is acceptable.

XRHealth is an equal opportunity employer.