Operations Specialist

Job Description

Job Description

At Wellfit, we are redefining the intersection of wellness and technology, empowering dental and healthcare businesses with innovative solutions that simplify operations, accelerate growth, and create healthier communities. As we continue to scale, we are looking for a proactive  Operations Specialist to join our team and drive excellence across our operational processes, documentation, and vendor management.

This role is ideal for someone who thrives on solving problems in real time, optimizing processes, and making a tangible impact on daily operations. You’ll collaborate across teams, document critical workflows, track operational performance, and ensure our systems and partners operate at their best.

What You’ll Do

Create and Maintain Operational Documentation

• Draft and update Standard Operating Procedures (SOPs) for key workflows and daily tasks

• Keep all documentation accurate, accessible, and current in tools like Confluence or SharePoint

• Partner with process owners to capture changes in real time

• Conduct regular audits to ensure documentation remains relevant and compliant

• Monitor and Resolve Operational Issues

• Actively monitor key systems and workflows to identify and troubleshoot issues

• Escalate and resolve problems based on urgency and impact

• Collaborate with IT, technical support, and business units to implement solutions

• Maintain an incident log to support root-cause analysis and future prevention

Analyze Operational Data for Insights and Improvement

• Compile and review data from ERP, CRM, and BI tools to uncover trends

• Build and distribute recurring and ad hoc performance reports

• Identify recurring bottlenecks through trend and root-cause analysis

• Translate operational insights into actionable recommendations for leadership

Support Process Improvement and System Initiatives

• Assist in the rollout of process redesigns and system enhancements

• Participate in testing and validating new system features before deployment

• Document requirements, track milestones, and support change management efforts

• Leverage automation tools to streamline and optimize recurring tasks

Manage Vendor and Internal Service Relationships

• Maintain vendor records, contracts, and performance KPIs

• Track service levels and escalate issues when KPIs are not met

• Support vendor renewals, negotiations, and billing reconciliation

• Act as a liaison between vendors and internal teams to ensure seamless collaboration

What We’re Looking For

• 2–4 years of experience in operations, business process support, or a related role

• Strong organizational skills and an eye for process improvement

• Comfortable analyzing operational data and creating actionable reports

• Familiarity with documentation tools (Confluence, SharePoint) and business systems (ERP, CRM, BI tools)

• Excellent communicator with a collaborative mindset and problem-solving skills

• Experience supporting process or system improvement initiatives is a plus

Why Join Wellfit?

• Flexible hybrid model: Dallas-based, 3 days/week in office

• Medical, Dental, and Vision coverage

• Generous PTO with a culture that encourages using it

• 401(k) plan with competitive matching

Alongside a competitive annual bonus, we offer a 401(k) with up to a 4% match, generous paid time off, and comprehensive healthcare benefits.

We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.