Director of Business Operations

Attune Med Spa•Stamford, CT

19h•Hybrid

About The Position

Attune Wellness Med Spa is seeking a Director of Business Operations to own the operating and financial infrastructure of a multi-location medical aesthetics and longevity platform. This role is the CEO's right-hand seat, created because the business has grown faster than its back office. The systems that produce clean numbers, controlled spend, accurate inventory, and consistent site execution now need a dedicated owner. This role sits between the field and the finance function, owning accounts payable, the month-end close calendar, vendor and purchasing controls, inventory integrity, and the configuration and data quality of the Zenoti platform. It also carries field responsibility for ensuring each location executes daily financial and operational procedures correctly and consistently, and for standing up new locations from permitting through opening. This is not a revenue-carrying sales leadership role; location managers own their teams and sales operations owns lead conversion and CRM performance. This role owns the systems, controls, and data those functions run on. The ideal candidate has run back-office operations for a multi-unit healthcare, medical aesthetics, dental, veterinary, fitness, or franchise organization, is comfortable in a general ledger and on a treatment floor in the same day, and is motivated by building the operating discipline a platform needs before it scales.

Requirements

Five or more years in business operations, finance operations, or accounting, including responsibility for multiple locations.
Hands-on ownership of accounts payable and participation in or ownership of a month-end close cycle.
Working fluency in accounting software, with the ability to read a P&L and balance sheet, identify miscoding, and explain variance.
Demonstrated ownership of an operational system of record, including configuration, data integrity, reporting, and vendor management.
Advanced spreadsheet skills, including building reconciliations, variance analyses, and reporting packages from raw system exports.
Experience owning inventory controls and vendor and purchasing management.
Track record of building process and control where none existed, not only administering established process.
Willingness to travel regularly among all Attune locations and to be on site during openings, counts, audits, and close periods.

Nice To Haves

Zenoti experience is a significant advantage; comparable practice management, EMR, or point-of-sale platform experience will be considered.
Bachelor's degree in accounting, finance, business, or healthcare administration.
Multi-unit medical aesthetics, dental, veterinary, outpatient healthcare, fitness, or franchise back-office experience.
Experience in a private-equity-backed or investor-reporting environment, including monthly reporting packages and diligence support.
Experience opening new locations, including licensing, permitting, buildout coordination, and systems setup.
Familiarity with healthcare privacy requirements and regulated service line compliance.
Comfort adopting new technology, including AI-assisted tools, to reduce manual reporting work.

Responsibilities

Own the accounts payable cycle end to end, including receiving, coding, entering vendor invoices, maintaining the payables calendar, preventing late fees and duplicate payments, and keeping an accurate view of outstanding payables.
Own the month-end close calendar, driving the close to a defined, repeatable schedule in partnership with the outside accountant, including accruals, prepaid amortization, intercompany allocations, and location-level cutoffs.
Maintain the integrity of location-level P&L reporting by ensuring revenue, product cost, direct labor, and operating expense are coded correctly to the entity, location, and account for accurate and comparable gross margin reporting.
Establish and maintain a consistent cost-of-goods and direct labor classification to ensure gross margin, contribution margin, and EBITDA are computed the same way every month.
Build and maintain the budget-to-actual variance package, producing a standard bridge from the operating budget to reported results with written variance explanations by location and category, delivered on a fixed monthly date.
Prepare the investor and lender reporting package, assembling the monthly financial and operating package for ownership, including location P&Ls, KPI summary, headcount and labor detail, and capital expenditure tracking.
Support payroll and commission accuracy by validating hours, tier assignments, commission calculations, and multi-period payroll timing before submission, and reconciling payroll expense to the general ledger.
Track and manage capital expenditure and funding requests, maintaining the capex schedule, preparing funding request documentation, and reconciling approved spend to actual disbursement.
Own Zenoti administration and configuration, maintaining organization-level and center-level settings, service and product catalogs, package and membership construction, expiry rules, category tagging, and display naming for consistent configuration across all locations.
Enforce daily close discipline at every location, ensuring all invoices are closed and the register is closed daily, and running a back-end audit as a safety net to drive the exception count to zero at the source.
Own payment type and tender mapping, verifying that every tender type maps correctly to collections so that reported revenue and cash reconcile.
Maintain form and document mapping, auditing the master forms library and service-level mapping for consent, pre-care, and post-care documentation, and ensuring automated client communications match the actual service delivery model.
Manage system access and permissions across Zenoti, the accounting system, the CRM, payroll, banking, and vendor portals, owning role-based permissions, onboarding/offboarding access changes, and periodic access review.
Own the platform integration map, maintaining the data flow between Zenoti, the CRM, payroll, the website, and third-party booking channels, and serving as the escalation point when data does not reconcile across systems.
Manage the Zenoti vendor relationship, owning the support and escalation path, tracking open tickets and incidents, holding the vendor accountable to service levels, and pursuing remedies when platform failures affect reporting.
Raise system fluency across the team by building and maintaining quick reference guides, running refresher training, and closing the gap between what the platform can do and what the team actually uses.
Own inventory accuracy across all locations by maintaining receiving procedures, cycle counts, and periodic full counts, and investigating and resolving variances.
Establish product cost per service by building and maintaining visibility into consumable cost by service and by location.
Consolidate and simplify the ordering process by replacing manual order sheets with a controlled par-level ordering process with defined reorder points, approved vendors, and documented approval thresholds.
Reduce waste and expiry loss by tracking expiring product, overstock, and breakage, and reporting loss monthly with root cause and corrective action.
Own vendor contracts and spend by maintaining the master vendor list with contract terms, renewal dates, and pricing, and renegotiating key agreements, consolidating where volume allows, and eliminating redundant subscriptions and services.
Ensure daily operating procedures are executed at every location, including opening and closing checklists, cash drawer counts and drops, safe procedures, end-of-day summary reporting, temperature and equipment logs, and facility walkthroughs.
Own cash handling controls by standardizing counting, drop, deposit, and reconciliation procedures across locations, and auditing compliance on a defined cadence.
Make SOPs findable and current by maintaining a single source of truth for operating procedures, pricing references, and protocols.
Support labor scheduling against demand by partnering with location managers to build schedules that match provider capacity to booked demand and financial targets, and flagging overtime and coverage risk before it lands in payroll.
Own facilities, equipment service, and IT at each site by maintaining preventive maintenance and service contracts for clinical equipment, and owning connectivity, hardware, and point-of-sale infrastructure across locations.
Lead new location openings by managing the operational path from permitting through opening, including health district and licensing submissions, equipment procurement and installation, system configuration, vendor setup, inventory stocking, and staff readiness.
Own the reporting calendar by defining what is produced daily, weekly, and monthly, who produces it, who receives it, and by when.
Deliver the weekly operating dashboard, including revenue and collections by location, provider utilization, service mix, labor as a percentage of revenue, membership and package activity, and inventory position.
Establish one definition per metric by documenting how each reported metric is calculated so that operating reports, financial statements, and investor materials agree.
Reconcile the operating system to the general ledger by performing a monthly tie-out between platform revenue and collections and recorded financial results, and investigating every material difference.
Provide the data, tools, and procedural clarity location managers need to run their sites, and hold a consistent standard for daily financial and operational execution across locations.
Ensure booking, pricing, promotion, package, and membership configuration is set up correctly and on time so campaigns and conversion work are not undermined by system errors.
Support licensure and certification tracking, training completion records, equipment readiness, and documentation compliance, while maintaining clear separation between business operations and clinical decision-making.
Support onboarding and offboarding logistics, systems access, timekeeping accuracy, and personnel record integrity.
Serve as the day-to-day operating counterpart to external accounting, legal, and compliance advisors.
Maintain licensing and regulatory documentation, tracking facility licenses, health district approvals, professional licenses and certifications, medical waste agreements, and required renewals across all locations.
Support compliance across regulated service lines by coordinating with clinical leadership and outside counsel on documentation and operating requirements for regulated offerings.
Maintain records retention and privacy standards, ensuring client and employee records are stored, accessed, and retained in line with applicable healthcare privacy requirements.
Support audit and diligence readiness by maintaining documentation, schedules, and reconciliations to a standard that will withstand external audit, quality-of-earnings review, or lender diligence without a scramble.
Preserve segregation of duties by bounding responsibilities related to vendor selection, invoice entry, inventory, and reconciliation.
Prepare and submit payment batches; do not release funds.
Ensure purchases above a defined threshold require CEO approval in advance.
Ensure new vendor setup requires CEO approval.
Ensure bank and credit card reconciliation is performed or reviewed by a party independent of invoice entry.
Ensure inventory adjustments above a defined threshold require documented explanation and second-party review.
Ensure payroll changes, including rate, tier, and commission structure changes, require documented approval before processing.
Ensure access to systems containing client health information is provisioned according to role and reviewed periodically.