Overview
The Operations Manager is an operational role responsible for keeping the firm running smoothly across all administrative, HR, technology (heavy emphasis on AI capabilities), marketing, and team leadership functions. This position directly frees up the VP and executive team to focus on higher-level strategy by owning the day-to-day systems, people, and processes that power the organization.
We are looking for someone with 3-5 years office operations experience. Those with 2 jobs in the last 3 years need not apply. Please read through the job description in full.
Responsibilities
1. Human Resources & People Management
- Recruiting and conducting interviews
- Onboarding new hires
- Payroll administration
- Employee performance reviews and tracking
- Employee terminations and offboarding — Cancel subscriptions and mail W-2s to departed staff
- Field staff concerns and escalate to the executive team
- Manage hourly work tracking — Ensure hours are logged and flag gaps in progress
2. Daily Operations & Administration
- Own and maintain Standard Operating Procedures (SOPs)
- Scheduling
- Expense tracking and entry
- Invoicing and process compliance
- Standup meetings and tracking organizational pulse
- Cover roles during vacations, as much as possible
- Government compliance and regulatory watchdog requests
3. Software & Technology
- AI tools — lead adoption, training, and daily operational use
- Manage software subscriptions and user accounts
- Build and maintain workflows and system integrations
4. Facility & Physical Office
- Physical office upkeep — Carpets, lighting, supervising custodial services and general maintenance
5. Marketing & Lead Generation
- Manage intake and ensure leads are consistently coming in
- Manage and oversee the SEO team
- Track marketing progress and keep efforts moving forward
- Maintain and update reporting on a regular basis
- Support special strategy initiatives — E.g., coordinating commercial production and other campaigns
6. Team Development & Culture
- Manage team leads and ensure weekly check-ins are happening
- Training coordination — Keep trainings on schedule, send reminders, and ensure team preparedness
- Monitor and balance workloads across the team
- Plan and coordinate team events (with team assistance)
Skills
- Proven AI capabilities — ability to train AI agents and deploy them effectively to solve problems, streamline workflows and processes firmwide – candidates without proven AI skills need not apply
- Proven experience in office management, operations, or an executive assistant role
- Strong organizational and multitasking skills with high attention to detail
- Comfortable managing people, leading team leads, and navigating HR processes
- Proficient with business software — subscriptions, SaaS platforms, and integrations
- Experience with marketing operations or managing an SEO/lead-gen team is a plus
- Excellent written and verbal communication skills
- Ability to handle sensitive information with professionalism and discretion
What Success Looks Like
In this role, success means the VP and executive team are consistently freed up from day-to-day operational demands. The firm runs on well-maintained systems, people feel supported, leads are coming in, trainings stay on track, and nothing falls through the cracks — all without the executive team needing to ask. If you're the one, send an email to [email protected], with the title in the subject line that says "I'm the one."
Pay: $24.49 - $29.49 per hour
Work Location: In person
