Position Summary
The Operations Manager at Reinvend oversees the day-to-day operational, administrative, staffing, vendor, and partner relationship functions that support the company’s food vending and ready-to-eat meal distribution model. This role serves as a central point of communication between Reinvend’s CEO, location partners, restaurant vendors, restockers, employees, contractors, and customers.
The Operations Manager is responsible for managing partner communication, vendor coordination, hiring, onboarding and offboarding, payroll review, invoice follow-up, refund tracking, operational documentation, and CEO support. This position requires strong organization, communication, follow-through, and the ability to manage multiple priorities in a fast-paced startup environment.
Key Responsibilities
Partner Relationship Management
- Manage ongoing relationships with Reinvend’s location partners, including schools, apartment complexes, coworking spaces, gyms, event spaces, and other host sites.
- Serve as a primary point of contact for location partners through email, text, and phone communication.
- Coordinate with location partners regarding machine placement, access, restocking needs, tabling opportunities, promotional events, product preferences, service updates, and offboarding timelines.
- Maintain timely, professional, and consistent communication to support strong partner relationships.
- Assist the CEO with location partner outreach, follow-up communication, proposals, updates, and relationship-building efforts.
- Help identify opportunities to strengthen existing location partnerships and improve partner satisfaction.
Restaurant Vendor Management
- Manage relationships with restaurant and food vendor partners through email, text, and phone communication.
- Coordinate food ordering, menu updates, packaging expectations, labeling requirements, delivery timelines, pricing, and product availability.
- Ensure restaurant vendors submit invoices accurately and on time.
- Track vendor invoices and follow up as needed to ensure restaurant partners are paid within a reasonable timeframe.
- Communicate with the CEO regarding outstanding vendor invoices, payment needs, and vendor-related concerns.
- Address vendor-related issues, including product quality, packaging concerns, fulfillment delays, pricing questions, and refund needs.
- Support onboarding of new restaurant partners and offboarding of vendors as needed.
- Maintain organized records of restaurant partner communication, invoices, menu offerings, and operational expectations.
Operations & Administrative Support
- Support daily and weekly operations related to Reinvend’s vending machines, smart coolers, partner fridges, and product restocking.
- Assist with scheduling, inventory coordination, vendor communication, service updates, and location-specific needs.
- Maintain operational records, partner notes, vendor documentation, staff information, and internal tracking systems.
- Help create, update, and improve internal processes, procedures, checklists, templates, and workflows.
- Assist the CEO with internal and external communications, including outreach emails, partner updates, hiring communication, vendor follow-up, and operational notices.
- Track ongoing operational needs and communicate updates, issues, or delays to the CEO.
- Support special projects, pilots, new location launches, offboarding processes, and company growth initiatives.
Hiring, Onboarding & Offboarding
- Manage the full hiring cycle for restockers, drivers, interns, and other operational support roles.
- Draft and post job descriptions, review applications, screen candidates, coordinate interviews, and communicate with applicants.
- Support hiring decisions by organizing candidate information, interview notes, and next steps.
- Manage onboarding for new team members, including collecting required documents, sharing role expectations, coordinating training, and preparing employees or contractors for their duties.
- Support employee and contractor offboarding, including final communication, access removal, schedule transitions, documentation, and closeout steps.
- Ensure new team members understand Reinvend’s service standards, communication expectations, operational procedures, and customer service expectations.
- Maintain accurate hiring, onboarding, and offboarding documentation.
Payroll, Refund & Payment Coordination
- Review payroll on a weekly basis to ensure hours, roles, and payment amounts are accurate.
- Ensure the CEO is informed of weekly payroll totals before payroll is finalized or processed.
- Flag payroll discrepancies, missing hours, incorrect amounts, or payment concerns to the CEO.
- Track vendor invoices and ensure restaurant partners submit invoices accurately and on time.
- Follow up on outstanding vendor invoices and payment needs to help ensure restaurant partners are paid within a reasonable timeframe.
- Review refund submissions for accuracy, completeness, and required details.
- Communicate refund-related issues, trends, or urgent concerns to the CEO.
- Assist with refund follow-up and documentation as needed.
- Maintain clear records related to payroll reviews, vendor invoices, payments, refund requests, and related communications.
Communication & CEO Support
- Assist the CEO with professional email, text, and phone communication.
- Support outreach to current and prospective location partners, restaurant partners, and other business contacts.
- Draft, review, and send operational communications as needed.
- Provide the CEO with regular updates regarding payroll totals, vendor invoices, refund submissions, partner needs, staffing updates, and operational concerns.
- Help ensure follow-up items are tracked and completed in a timely manner.
- Support administrative and operational priorities that allow the CEO to focus on business development, strategy, and growth.
Required Skills & Qualifications
- Strong written and verbal communication skills.
- Ability to manage professional communication through email, text, and phone.
- Strong organizational, follow-up, and documentation skills.
- Experience managing vendors, partners, staff, contractors, or operational workflows.
- Ability to manage multiple priorities, deadlines, relationships, and moving parts at once.
- Strong attention to detail, especially with payroll, invoices, refund requests, scheduling, onboarding, and partner communication.
- Ability to maintain professionalism when communicating with customers, vendors, staff, and business partners.
- Comfortable supporting hiring, onboarding, offboarding, payroll review, vendor coordination, and administrative operations.
- Ability to work independently and make sound decisions in a fast-paced startup environment.
- Strong problem-solving skills and a solutions-focused mindset.
Preferred Experience
- Experience in operations, food service, vending, hospitality, customer service, vendor management, or startup environments.
- Experience coordinating payroll, invoices, hiring, onboarding, offboarding, or contractor management.
- Experience communicating with external partners, restaurants, vendors, or business clients.
- Familiarity with tools used for scheduling, communication, task management, payroll, invoicing, forms, or internal documentation.
- Experience supporting business development outreach, partnership management, or customer issue resolution.
Core Competencies
- Partner relationship management
- Restaurant vendor coordination
- Email, text, and phone communication
- Hiring and candidate management
- Onboarding and offboarding
- Payroll review and reporting
- Invoice tracking and vendor payment coordination
- Refund form monitoring and customer issue tracking
- Administrative operations
- CEO support
- Customer service
- Problem-solving
- Process improvement
- Organization and documentation
- Startup adaptability
Pay: $17.00 - $20.00 per hour
Benefits:
Work Location: Hybrid remote in Atlanta, GA 30332
