Operations Manager

Operations Manager – Business Operations & Systems

About the Role

We are looking for a hands-on Operations Manager part time 20 hrs per week who will take ownership of the day-to-day operations of the business and help build the systems, structure, and processes needed for sustainable growth.

This role will work closely with the business owner to organize, systemize, and improve the business. You will manage Virtual Assistants (VAs), create workflows and SOPs, improve how work moves across the business, and identify opportunities to increase efficiency, capacity, and profitability.

The ideal candidate is someone who does not simply manage what already exists. You should be comfortable looking at a business and asking:

“How can we make this more organized, efficient, scalable, and easier to manage?”

You will be expected to identify gaps, create practical solutions, implement them, and continuously improve the way the business operates.

Key Responsibilities

Business Operations Management

• Manage and oversee the day-to-day operations of the business.
• Work closely with the business owner to translate business goals into clear operational plans.
• Establish structure, accountability, priorities, and processes across the business.
• Monitor workloads, deadlines, priorities, and overall team capacity.
• Identify operational gaps, bottlenecks, and inefficiencies and implement solutions.
• Ensure that tasks and responsibilities have clear owners and deadlines.
• Create visibility across the business through trackers, dashboards, reports, and regular updates.
• Help the business owner spend less time managing day-to-day tasks and more time focusing on growth.

Systemization & Process Improvement

• Review the current way the business operates and identify areas that need structure.
• Design and implement efficient workflows for recurring business activities.
• Map out processes from start to finish and identify opportunities for improvement.
• Create systems that reduce dependency on the business owner.
• Standardize recurring tasks and ensure they can be delegated effectively.
• Identify repetitive manual processes that can be automated.
• Continuously review and improve operational systems as the business grows.

SOP Development & Documentation

• Create, organize, and maintain Standard Operating Procedures (SOPs).
• Turn existing knowledge and informal processes into clear, documented procedures.
• Develop step-by-step guides, checklists, templates, and workflows.
• Ensure SOPs are easy for VAs and new team members to understand and follow.
• Regularly review and update documentation as processes change.
• Build an organized central repository for business processes and documentation.

GoHighLevel / CRM & Automation

• Manage and optimize the company's GoHighLevel (GHL) system.
• Build and maintain pipelines, workflows, automations, forms, calendars, and triggers.
• Create processes for lead management, follow-ups, onboarding, client communication, and other business activities.
• Identify opportunities to automate repetitive administrative and operational tasks.
• Ensure the CRM is properly maintained and consistently used by the team.
• Troubleshoot workflow and automation issues.
• Continuously look for ways GHL and other technology can improve efficiency and support business growth.

Business Growth & Scalability

• Work with the owner to identify opportunities to improve and grow the business.
• Help build operational capacity as the business increases its clients, revenue, and team size.
• Identify processes that need to change before the business reaches its next stage of growth.
• Recommend tools, systems, resources, or staffing changes when appropriate.
• Help improve productivity and profitability through better processes and resource allocation.
• Support the development of scalable systems that allow the business to grow without creating unnecessary operational complexity.

Performance & Reporting

• Establish meaningful operational KPIs and performance measures.
• Track team productivity, workload, delivery, and business performance.
• Prepare regular operational updates and reports for the business owner.
• Highlight risks, bottlenecks, opportunities, and areas requiring attention.
• Use data to identify trends and support business decisions.

Requirements

• 5+ years of experience in Operations Management, Business Operations, or a similar role.**
• Proven experience managing remote teams or Virtual Assistants.
• Strong experience creating SOPs, workflows, processes, and operational systems.
• Experience organizing and systemizing a growing business.
• Hands-on experience with GoHighLevel (GHL) is required.
• Strong understanding of CRM systems, workflows, pipelines, and automation.
• Experience managing team performance and accountability.
• Strong problem-solving and process improvement skills.
• Excellent organizational and project management skills.
• Strong written and verbal communication skills.
• Comfortable working directly with a business owner/founder.
• Able to work independently and take ownership without constant supervision.
• Strong attention to detail and follow-through.

Preferred Experience

• Experience working with small or growing businesses.
• Experience building operational systems from the ground up.
• Experience with automation and AI tools.

• Experience working with international clients.

The Right Person for This Role

We are looking for someone who is:

A Builder – You enjoy creating structure where there isn't much structure yet.

A Problem Solver – You don't just identify problems; you figure out how to fix them.

A Systems Thinker – You naturally look for ways to turn repetitive work into documented processes, workflows, and automation.

A People Manager – You can manage VAs, set expectations, coach performance, and hold people accountable.

A Self-Starter – You don't need to be told what to do every day. You can identify what needs to be done and take action.

Business-Minded – You understand that operations should support revenue, client satisfaction, profitability, and growth.

Tech-Savvy – You are comfortable working with CRM systems, automation, AI tools, and business technology.