Operations Manager Administrative Processes, IT & Finance
8 days ago
Chesapeake
Job DescriptionBenefits: • Company parties, • Dental insurance, • Health insurance, • Paid time off 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 todaybut 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 staffThis 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 plans2. 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 on3. 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 documentedpreventing drift over time, • Maintain version control, audit trails, and documentation standards4. 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 troubleshooting5. Office & Facilities Management, • Ensure office facilities are safe, functional, and well-maintained, • Coordinate vendors, repairs, and supplies, • Compliance, audit, and financial risk, • Core operational systems that affect multiple departments, • Time-sensitive executive and regulatory deadlines, • Facilities and technology issues that block executionYou will not be expected to solve everything at oncebut 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 workSuccess 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 communicationno 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 modeThe 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 deadlinesRequired 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 needsThis 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 riskand you want real ownership without hand-holdingthis role was built for you.
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