Operations Manager

Our client is looking for an Operations Manager to design, implement, and oversee the operational infrastructure that supports their growing professional services practice. The company operates in the legal and advisory sector and has expanded its reach in recent years through specialized services and strategic partnerships. This role begins as a highly hands-on position focused on building systems, documenting workflows, and creating structure across tools, contractors, and operational processes. As these systems stabilize, the role gradually evolves toward managing team output, optimizing workflows, and supporting operational scale. The Operations Manager will work directly with the principal while coordinating contractors, vendors, and internal operational initiatives. This role is ideal for someone who enjoys building processes from scratch, improving systems, and bringing structure to fast-moving environments. Responsibilities • Build and improve operational systems while documenting workflows through clear and structured SOPs. • Take full ownership of operational initiatives, proactively identifying needs and driving projects end-to-end with minimal oversight. • Establish accountability frameworks for contractors, including clear deliverables, deadlines, and quality checkpoints. • Manage the HubSpot contractor by organizing weekly tasks, reviewing deliverables, and ensuring workflow accuracy. • Oversee HubSpot data structure, including contact deduplication, lifecycle updates, list cleanup, and deal tracking. • Support the hiring and onboarding of a Virtual Assistant, defining task structures, communication protocols, and documentation standards. • Build and maintain a centralized dashboard to track operational initiatives and progress. • Audit tools and subscriptions to improve efficiency and eliminate unnecessary costs. • Coordinate operational tasks such as scheduling attorney calls, LinkedIn outreach campaigns, research, docket monitoring, and data hygiene. • Monitor outreach performance and engagement metrics, identifying optimization opportunities. • Oversee content coordination including newsletters, social posts, podcast clips, and outreach initiatives. • Manage relationships with developers and ensure projects are delivered according to scope and timelines. • Supervise research workflows (e.g., PACER, docket monitoring) when delegated to a Virtual Assistant. • Lead structured operational projects such as panel applications, podcast booking, and other strategic initiatives. • Work closely with the principal, aligning with their vision, prioritizing effectively, and executing in a fast-moving, founder-led environment (experience with solopreneurs is a plus). • Be comfortable operating hands-on, especially in the first months, balancing execution with process-building. • Leverage tools like Claude Code or similar AI solutions, or be willing to learn and integrate them into workflows. • Maintain operational reporting on performance, automation, bookings, and team output. • Provide proactive updates and participate in weekly strategic check-ins with leadership. Requirements • Minimum 3 years of experience managing contractors or small remote teams supporting a U.S.-based client • Proven experience building SOPs and operational systems from scratch, not only managing existing processes • Near-native written English with the ability to communicate professionally with contractors and vendors • Working familiarity with HubSpot, including reviewing workflows and coordinating with technical contractors • Active use of AI tools such as ChatGPT, Claude, or similar to create documentation, scripts, workflows, or operational solutions • Hands-on experience implementing automation using tools such as Zapier, Make, HubSpot workflows, or similar platforms • Professional background in professional services environments such as law firms, consulting firms, financial services, or similar industries • Part Time EST (Monday–Friday) • Willingness to sign a Non-Disclosure Agreement (NDA) Qualifications • Experience creating and maintaining SOP documentation for remote teams • Experience coordinating content workflows such as LinkedIn posts, newsletters, or social media scheduling • Familiarity with legal research or docket tools such as PACER or CourtLink • Experience using project management tools such as Asana, Notion, Monday, or similar platforms • Experience supporting a solo practitioner or small professional services firm • Strong organizational, operational, and problem-solving skills • Ability to manage multiple operational initiatives while maintaining structure and accountability Benefits • Full-time position • 100% remote work environment • Opportunity to design and scale operational systems from the ground up • Direct collaboration with senior leadership • Exposure to strategic operational initiatives and growth projects • Flexible remote work structure with significant operational ownership