Operations Manager

Level 9 Virtual

About The Position

We are seeking a highly organized, confident Operations Manager to oversee office operations, manage administrative staff, and support field operations through strong systems, organization, and leadership. This role serves as the operational leader of the company’s day-to-day functions and is accountable for ensuring the business runs smoothly, efficiently, and proactively. This role is authorized to make day-to-day operational and administrative decisions within established company guidelines. The Operations Manager works closely with the Owner, Field Manager, administrative staff, and field technicians to ensure workflows are efficient, communication is clear, and internal systems support the company’s growth. The company is a science-based mold remediation and environmental services company committed to improving indoor air quality through honest, professional, and transparent solutions. We operate with high standards of integrity, accountability, and care—for our clients and our team.

Requirements

Bachelor’s degree required.
Proven experience in office management, operations management, or administrative leadership.
Experience managing staff and coordinating across departments.
Demonstrated ability to build or improve systems and workflows.
Strong organizational, analytical, and problem-solving skills.
Excellent written and verbal communication skills.
Comfortable working independently with minimal supervision.
Experience with CRM systems, Google Workspace, and cloud-based tools.
Calm, composed, and effective under pressure.
Strong sense of ownership and accountability.
Able to manage competing priorities and personalities professionally.
Detail-oriented while maintaining a big-picture mindset.
High level of integrity, discretion, and reliability.

Responsibilities

Oversee day-to-day office operations to ensure efficiency, accuracy, and professionalism.
Serve as the primary coordination point between the Owner, Field Manager, office staff, and field technicians.
Oversee and optimize scheduling systems for inspections, jobs, meetings, and internal priorities.
Professionally manage multiple requests from different stakeholders while maintaining focus and order.
Anticipate operational needs and independently resolve routine issues before they escalate.
Ensure all core office and administrative functions are completed accurately and on time, including inbound call handling, lead intake and conversion, proposal coordination, client follow-up, payment processing, review requests, laboratory sample coordination, CRM data integrity, scheduling support, and related administrative execution. This role may perform these functions directly or through delegation to administrative staff, as needed, to ensure continuity, accountability, and operational results.
Evaluate existing workflows, tools, and systems; identify inefficiencies or gaps.
Develop, improve, document, and implement operational systems that enhance productivity and accountability.
Own office-level administrative systems and ensure consistent adoption and compliance.
Train, manage, and oversee administrative assistants and office support staff. Delegate responsibilities effectively and ensure work is completed accurately and on time. Set performance expectations and provide ongoing feedback and accountability. Provide input on hiring, onboarding, and performance evaluations of administrative staff.
Own office-level timekeeping standards and processes.
Ensure office-level compliance with company policies and internal HR procedures.
Coordinate with the Owner and Field Manager on administrative personnel matters.
Work closely with the Field Manager to support job execution and scheduling.
Communicate effectively with field technicians regarding logistics, expectations, and changes.
Balance multiple personalities and priorities professionally and diplomatically.
Remove administrative friction so field teams can stay focused on high-quality work.
Make independent day-to-day operational decisions using sound judgment.
Prioritize tasks, allocate resources, and resolve issues within established authority.
Escalate higher-level concerns to the Owner with analysis and recommendations.
Take ownership of outcomes and continuously seek ways to improve operations.
Maintain and update office procedures, internal documentation, and administrative guidelines.
Identify gaps in processes or documentation and proactively address them.
Primary schedule is Monday through Friday.
Daily end-of-day operational review and confirmation of next-day readiness
Ongoing phone availability for time-sensitive team matters outside standard business hours as needed.
Brief Sunday operational check-ins to ensure weekly readiness
Time is managed with autonomy and trust.