Head of Operations (Remote)

Operations Manager
XRHealth Location: Needham, MA area preferred (on-site/hybrid, office hours 9:00 AM–5:00 PM EST) Employment Type: Full-Time Reports To: GM/Director of US Services
XRHealth is a fully remote telehealth company delivering care across physical therapy, occupational therapy, speech-language pathology, mental health, and nurse practitioner services — enhanced by virtual reality treatment tools. S. states and are focused on scalable, systems-driven operations.
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. 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
Manage user access, permissions, and onboarding/offboarding within operational systems
Serve as project lead on new system rollouts or major platform changes
Maintain data integrity and consistency across integrated platforms
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)
• Excellent organizational skills and ability to manage multiple systems/projects simultaneously
• Clear, direct communicator, comfortable documenting processes for non-technical teams

Familiarity with EHR platforms and healthcare billing workflows
Experience with financial/ops tools such as NetSuite, Rippling, or similar platforms
Full-time, 9:00 AM–5:00 PM EST
Remote is acceptable.