Operations Manager Administrative Processes IT Finance

Benefits:

Company parties

Dental insurance

Health insurance

Paid time off

Vision insurance

The Operations Manager owns and protects the operational backbone of Life Consultants Inc.

This role exists to ensure the organization operates with:

Financial discipline

Documented and enforced processes

Accurate, timely, decision-ready data

Reliable, well-documented technology systems

Many systems exist today—but not all are fully documented, standardized, or protected from drift. Your responsibility is to design, document, stabilize, and enforce these systems so the organization can scale without breaking.

This is a hands-on execution role for someone who takes pride in accuracy, structure, follow-through, and building systems that hold up under audit, growth, and pressure.

Scope, Authority & Decision Rights

Directly manages Administrative Assistants

Owns operational systems, SOP standards, documentation, and internal controls

Has authority to require compliance with approved operational systems across departments

Partners with department leaders to correct gaps and prevent recurrence

When enforcement is resisted or breaks down, escalation to the CEO is expected and supported, not penalized

Does not manage clinical, HR, or program staff

This role is accountable for systems and enforcement, not for managing departmental personnel.

Core Responsibilities

1. Financial & Administrative Operations

Own Accounts Payable and Accounts Receivable with strict controls

Ensure:

Accurate coding

Proper approvals prior to release

Zero duplicated, missed, or unsupported transactions

Maintain audit-ready financial documentation at all times

Coordinate with CPA and bookkeeping partners; deliver complete, accurate data on schedule

Surface financial risks early with corrective action plans

1. Operations, Reporting & Controls

Create, validate, and maintain operational and administrative reports

Ensure data accuracy, consistency, and timeliness

Track work, deadlines, and dependencies using ClickUp (or equivalent)

Identify systemic breakdowns and implement permanent fixes, not workarounds

Establish and maintain a clear reporting cadence leadership can rely on

1. Systems, SOPs & Process Integrity

Develop, maintain, and enforce operational and technology SOPs

Review departmental SOPs for clarity, consistency, and alignment

Ensure systems are followed once documented—preventing drift over time

Maintain version control, audit trails, and documentation standards

1. Technology & IT Operations

Set up, maintain, and troubleshoot office technology (hardware, software, access)

Coordinate vendors and manage permissions and access controls

Provide basic technical support and training to staff

Maintain clear documentation for system setup and troubleshooting

1. Office & Facilities Management

Ensure office facilities are safe, functional, and well-maintained

Coordinate vendors, repairs, and supplies

Ensure issues are resolved permanently—not revisited repeatedly

How Priorities Are Set

When tradeoffs arise, work is prioritized in the following order:

Compliance, audit, and financial risk

Core operational systems that affect multiple departments

Time-sensitive executive and regulatory deadlines

Facilities and technology issues that block execution

You will not be expected to solve everything at once—but you are expected to surface risks early and recommend priorities clearly.

What Success Looks Like (First 90 Days)

By Day 90:

Core operational SOPs are documented, validated, and actively in use

AP/AR runs cleanly with zero preventable errors (clearly defined and tracked)

A weekly operational reporting cadence is established and followed

Known operational and financial risks are documented with mitigation plans

Leadership can rely on data and systems without re-checking work

Success is measured through evidence, documentation, and outcomes, not effort.

Reporting & Operating Rhythm

This role reports directly to the CEO.

Operating expectations:

Structured check-ins with clear agendas

Proactive communication—no surprises

Problems surfaced early, with options and recommendations

Deadlines are real and non-negotiable

Silence, delay, or undocumented work creates risk and is treated as a failure mode

The CEO values operators who bring clarity, close loops, and reduce noise over time.

What This Role Is Not

Not a clinical or HR role

Not creative or improvisational

Not a relationship-first or sales role

Not a role for people who dislike repetition, controls, audits, or accountability

Not a role for people who need close direction to execute

Before You Apply

(Read Carefully)

You will likely not enjoy this role if:

You dislike enforcing standards or holding firm under resistance

You need frequent reassurance or emotional processing

You prefer loosely structured or flexible environments

You avoid direct accountability or hard deadlines

Required Competencies

Exceptional attention to detail

Strong documentation discipline

High personal accountability and follow-through

Comfort enforcing standards with peers

Systems and technology aptitude

Ability to operate independently under pressure

Growth & Upside

As systems stabilize:

Firefighting decreases

Influence and decision leverage increase

Trust and autonomy expand

Scope may grow based on performance and organizational needs

This role is designed to become calmer and more strategic over time, not more chaotic.

Final Note:

If you take pride in building systems that work every day, hold up under scrutiny, and reduce organizational risk—and you want real ownership without hand-holding—this role was built for you.