Operations Manager

Position Summary

The Operations Manager plays a critical leadership role in ensuring the efficient, compliant, and well-coordinated daily operations of the organization. This position serves as the operational backbone of the business, overseeing systems, workflows, and administrative processes that enable teams to perform at a high level and deliver excellent service. Working closely with the leadership team and administrative staff, the Operations Manager ensures that operational, billing, and client service functions run smoothly while fostering a professional, organized, and supportive work environment.

Key Responsibilities

Operations & Client Services

• Oversee the full client lifecycle from intake through service completion, including scheduling, documentation workflows, and offboarding processes.
• Manage and optimize operational systems and platforms (e.g., CRM/EHR or practice management systems), ensuring data accuracy, confidentiality, and regulatory compliance.
• Monitor schedules, cancellations, and no-shows; ensure adherence to organizational policies and service standards.
• Maintain efficient intake, assignment, and capacity management processes to support service delivery.
• Address escalated client or customer concerns with professionalism and discretion.
• Prepare and present operational dashboards, KPIs, and performance reports for leadership.
• Identify opportunities for workflow improvement, automation, and enhanced client experience.

Billing, Finance & Revenue Operations

• Oversee billing and revenue cycle operations, including invoicing, claims submission, payment posting, and issue resolution.
• Monitor accounts receivable, aging reports, and payment reconciliation to ensure financial accuracy.
• Partner with internal teams or external vendors to ensure timely resolution of billing or payment issues.
• Prepare monthly revenue, utilization, and operational performance reports for leadership review.
• Maintain organized financial and operational records to support audits and reporting needs.

People Operations & Administrative Support

• Coordinate onboarding and offboarding for employees and contractors, ensuring a smooth and compliant experience.
• Partner with leadership to support employee engagement, morale, and retention through effective operations and communication.
• Provide administrative and systems support to staff, including training on tools, workflows, and documentation standards.
• Maintain accurate personnel records and support HR-related processes in collaboration with HR leadership or external partners.

Compliance, Risk & Vendor Management

• Develop, maintain, and enforce operational policies and procedures to ensure consistency and efficiency.
• Ensure compliance with HIPAA, OSHA, data privacy standards, and other applicable federal and state regulations.
• Conduct internal audits of workflows and documentation practices to ensure adherence to policies.
• Maintain required business licenses, insurance coverage, and certifications.
• Manage vendor relationships and contracts (e.g., software platforms, facilities, outsourced services), including renewals and performance reviews.

Operational Leadership & Strategic Support

• Serve as a strategic thought partner to the Leadership Team on operational planning, scaling, and continuous improvement.
• Participate in leadership meetings to review performance, troubleshoot issues, and advance organizational initiatives.
• Support hiring processes by coordinating interviews, documentation, and onboarding logistics.
• Promote a culture of collaboration, accountability, and operational excellence.
• Coordinate internal meetings, communications, and cross-functional initiatives.
• Represent the organization in professional networks and community or industry partnerships as needed.

Marketing & Community Operations Support

• Maintain and update the organization’s online presence (e.g., website content, directories, business listings).
• Partner with leadership on marketing initiatives, outreach efforts, and referral or partnership development.
• Support relationship-building with external partners, vendors, and referral sources to drive organizational growth.

Schedule

This is a full-time, exempt role with a standard schedule of approximately 40 hours per week.

Qualifications

• Bachelor’s degree required; Master’s degree in Business Administration, Operations, Healthcare Administration, or a related field preferred.
• 5+ years of experience in operations, office management, or business administration, preferably in healthcare, professional services, or a regulated environment.
• Strong knowledge of HIPAA, data privacy, and administrative compliance requirements.
• Proven ability to manage workflows, systems, vendors, and cross-functional teams in a fast-paced environment.
• Excellent organizational, analytical, and problem-solving skills.
• Strong written and verbal communication skills.
  Experience with practice management systems, CRMs, or EHR platforms strongly preferred.
• Demonstrated ability to balance operational efficiency with a high-quality client and employee experience.

Benefits and Compensation

This is a salaried, exempt position eligible for the organization’s full-time benefits program, which includes paid time off (PTO), medical, dental, and vision coverage, and a 401(k) retirement savings plan. Plan details will be provided in separate benefit summaries.