Business Operations Manager

IV.AI is looking for a highly organized and proactive Business Operations Manager to support day-to-day business operations and administrative functions across the company. This role is ideal for someone who enjoys creating structure, keeping things moving, and helping leaders operate more efficiently in a fast-paced startup environment. You’ll work closely with the COO to help manage operational coordination, administrative workflows, financial tracking, contracts administration, and vendor management. This is a hands-on role for someone who is detail-oriented, dependable, and comfortable handling a wide variety of operational tasks.

Salary Range: $90,000 – $130,000 depending on experience

Timezone: PST

Employment Type: Full Time Employee

Responsibilities

Finance & Administrative Operations

• Manage accounts payable and accounts receivable processes

• Support payroll administration and related documentation

• Track project budgets, invoices, and operational KPIs

• Maintain organized operational records and reporting trackers

Contracts & Documentation

• Prepare and route standard forms, contracts, and operational documents

• Maintain document management and filing systems

• Coordinate approvals, signatures, and administrative follow-through

• Support basic contract administration and recordkeeping

Vendor & Platform Management

• Manage software subscriptions, renewals, and vendor accounts

• Coordinate onboarding and administration for operational platforms and tools

• Maintain vendor records and billing organization

COO & Operational Support

• Provide administrative and operational support leadership

• Help coordinate internal projects and operational follow-ups

• Track action items, deadlines, and ongoing initiatives

• Assist in improving operational processes and organization as the company scales

Qualifications

• 2+ years of experience in operations, administration, executive support, office coordination, or similar roles

• Exceptional organization and attention to detail

• Strong written and verbal communication skills

• Comfortable working independently in a remote environment

• Strong follow-through and ability to manage multiple priorities

• Proficiency with spreadsheets, Google Workspace, and common SaaS platforms

Nice to Have

• Startup experience

• Experience supporting finance operations or bookkeeping coordination

• Legal assistant or contract administration exposure

• Experience supporting executives or founders

Who are we?

IV.AI is the world's smartest AI platform with a focus on enterprise. We have grown fast but aim to retain the scrappy nature that enabled us to build big ML models that outperform the industry standards. There are a lot of companies right now that talk about the potential impact of AI while we hustle hard and have actually proven the benefits repeatedly. See validation on the homepage or via case studies and press.

We are…

Helpful

We’re trying to help everyone become better informed by using machine learning - whether it's a model that makes sense of noisy social media data, a voice-powered interface, or a conversational interface, we want to help others make more informed decisions by using AI.

Inclusive

Our inclusive culture values people regardless of their background, education, or upbringing. In order to train machines to act appropriately, we need to be representative of the entire population. AI is only as good as the teams working on it and the training it receives.

Hardworking

You should expect hard challenges working with our tier 1 client list. In just 3 years we have built a scalable platform with 1000s of AI solutions for Fortune 500 companies including Sony, Netflix, Time Warner, Fox, Capital One, Estée Lauder, to name a few.

Professional

Being professional and respectful of our clients is of the utmost importance. We work with blue-chip clients and we sometimes work with very sensitive data.

Collaborative

Our employees are constantly problem-solving and assessing their own output to maximize delivery. It's important that our team is always looking for the best way of addressing problems so we can manage customer expectations.

Smart

We never try to write more code than is necessary for a task. We modularize and systemize everything. Concurrency is important to us and simple solutions always win. We work together to determine best practices/processes and to stick to them. We believe that no challenge is too hard.

Evolving

We’re still young. Expect that you'll be part of a core team, able to have a say in the future of the company. Also expect that the senior team has no problem being challenged: they love to listen.

Who you should be...

You should love to build things and be excited about AI. You should be smart and always willing to learn. You'll be able to accept your own limitations and be honest that nobody knows everything, anybody is able to ask for support. You will always be looking for solutions that can speed up workflows. Efficiency is at the top of your mind. You like doing things the "right" way, but are pragmatic when you have a deadline.