Operations & IT Director

This is a fully remote position, open to applicants in United States.

📋 Description

• Act as a strategic partner to the President.

• Enhance cross-functional efficiency and optimize operating systems and technology.

• Transform operational data into actionable leadership reports.

• Establish and uphold operational data governance, reporting, and analytics.

• Generate standardized monthly corporate reports on pricing, staffing, capacity, operational performance, and efficiency objectives.

• Lead annual planning processes and reporting for budgets and customer service surveys.

• Oversee and enhance the entire business development lifecycle, from proposal creation to contracting, invoicing setup, and transition to service teams.

• Manage and optimize HubSpot pipeline activities, proposal statuses, contracting processes, invoicing, setup, and service level agreements (SLAs).

• Maintain operational contract documentation, renewal timelines, and transitions to service teams.

• Direct back-end client onboarding and offboarding, including folder access, shared mailboxes, and technology stack setup.

• Streamline and facilitate the monthly invoicing process.

• Create and direct annual technology work plans.

• Lead cross-functional process and technology enhancements aimed at achieving a minimum of 30% team efficiency improvement within 12 months.

• Analyze employee interactions with HubSpot, project management software, timekeeping, and Microsoft 365 systems.

• Design and implement automation initiatives with vendors or internal teams.

• Guide pilots, implementation, documentation, shared resources, and transition to ongoing stakeholders.

• Serve as the primary contact for AI tools and engines, coordinating troubleshooting and vendor maintenance.

• Manage the internal IT structure, including systems administration, user access, onboarding/offboarding, permissions, and data security.

• Oversee hardware and communication systems, including inventory management, servicing, device lifecycle, purchasing, computer setup, and remote phone-system administration.

• Manage technology vendors, including billing, contracts, implementation, and optimization.

• Administer systems, user access, folder permissions, and information management standards.

• Lead routine cleanup and governance of shared files and server environments.

• Audit IT and operations for compliance with policies and controls, tracking corrective actions as necessary.

• Maintain project action items and status updates, complete timekeeping, attend meetings, uphold confidentiality, and perform designated accounting and finance tasks.

⛳️ Requirements

• Strong analytical skills and business acumen.

• Exceptional project management, organizational, collaborative, communication, and follow-through abilities.

• Good judgment, discretion, and adaptability to balance hands-on tasks with strategic priorities.

• Proven success in evaluating and leading systems implementations, vendor-supported initiatives, and organizational change from planning to adoption.

• Experience in coordinating AI, automation, or technology-enabled enhancements.

• Practical knowledge of IT governance, cybersecurity, access management, data handling, vendor management, and business continuity.

• Bachelor's degree required.

• Minimum of five years of progressively responsible experience in business operations, technology coordination, project management, process improvement, or a related field.

• Preferably experience in a small to mid-sized professional services organization.

• Familiarity with coordinating Microsoft 365 administration or governance, permissions, SaaS applications, dashboards, workflow automation, and external technology support.

• Certifications in PMP, Lean Six Sigma, ITIL, change management, cybersecurity, or AI, or comparable training are beneficial but not mandatory.

• Ability to maintain accurate project action items and status updates in project management tools.

• Timely and accurate timekeeping skills.

• Commitment to strict confidentiality.

• Proficiency in reading, writing, and effectively communicating, as well as performing payroll-related mathematical calculations.

• Capacity to work extended hours at a computer.

• Ability to occasionally lift and carry up to 25 pounds.

• A dedicated workspace and reliable high-speed internet access are essential.

🏝️ Benefits

• Fully remote work position.

• Occasional travel may be necessary.

• A dedicated, distraction-free workspace for confidential discussions and payroll tasks.

• Reliable high-speed internet access and the ability to work securely from a remote location.