Operations Manager (Job ID: SORDEE2)

About the Client: The client is a women's health and wellness coaching company behind their Fit & Fulfilled Academy - a group coaching program helping busy women lose weight, build sustainable habits, and transform their lives. They are a small, high-functioning team that moves fast, cares deeply about their clients, and holds themselves to a high standard in everything they do.

Their clients trust them with their money, their goals, and their time - and the person running the operations plays a huge role in honoring that trust. They are looking for someone who feels that weight and rises to meet it.

About the Role: We're looking for a self-driven, detail-oriented Operations Manager to take full ownership of the backend operations of our business.

We have clear SOPs, templates, and video tutorials for every process. What makes someone exceptional in this role is the ability to follow those processes with precision, catch the small things before they become big things, and bring genuine curiosity to understanding how and why everything works. This is a role for someone who finds real satisfaction in a well-run operation - and takes personal pride in being the reason it runs well.

Key Responsibilities

• Client operations - onboarding, system access, offboarding, and membership management
• Payment management - monitoring failed payments, processing disputes, handling cancellations, and escalating when necessary
• Content scheduling & QA - scheduling emails, community posts, and social content; auditing for accuracy before anything goes live
• Community support - monitoring and responding to client messages and DMs
• Podcast & video production support - editing, uploading, and publishing weekly podcast episodes across platforms
• Applicant outreach - reviewing applications and sending outreach via text following specific qualification criteria
• Reporting - weekly payment reports, performance tracking, and daily status updates to leadership
• System maintenance - keeping Airtable, ClickUp, and other platforms accurate and up to date

Who You Are (Our Non-Negotiables)

Skills can be trained, but values cannot. To thrive in this role, you must possess the following traits:

• Exceptional Attention to Detail: This is the #1 quality we are hiring for. You naturally catch the typo, the wrong date, or the skipped step. You verify everything before you submit and hold yourself to a standard that goes far beyond "good enough."
• Ownership Mentality: You manage your role like it is your own business. You don't wait to be told what to do next. You see something that needs to be handled, and you handle it.
• Radical Accountability: You own your mistakes cleanly - no excuses, no deflecting. You focus 100% on solutions, not explanations.
• Genuinely Curious: You want to understand why a process exists, not just blindly complete the task. You ask thoughtful questions that make your work better and the team stronger.
• Self-Sufficient: You are a natural problem solver. You read the SOP, watch the tutorial, and figure it out independently before asking for help - but you know exactly when to ask a clarifying question rather than assume.
• Proactive Communicator: You give updates before they are requested, flag potential bottlenecks early, and keep leadership in the loop without being chased.
• One small thing: Somewhere in your application, include the phrase "detail is my default." It's a simple ask - and exactly the kind of thing the right person won't miss.

Skills & Experience

Required:

• Proven Track Record: Prior experience in an operations, OBM, VA, or executive assistant role where you were fully trusted to run backend systems and work independently.
• System Execution: Demonstrated experience strictly following detailed SOPs in a fast-paced environment.
• Core Tools: Proficiency with Gmail and hands-on payment processing experience (any platform - though Stripe experience is a massive bonus).

Our Tool Stack (Bonus points if you know them):

The more familiar you are with these tools, the faster you'll hit the ground running:

• Operations & PM: Airtable · ClickUp · Slack · Google Drive · Docusign · Zoom
• Marketing & Tech: Kajabi · Flodesk · Canva · SimpleTexting · Acuity · Pickaxe
• Media & Social: Riverside · Buzzsprout · YouTube Studio · CapCut · Facebook · Threads
• Finance: Stripe · PayPal