Business Operations Manager at AP MAX INC

United States

$0.015k - $0.025k

POSITION SUMMARY We are seeking a highly organized, proactive, and execution-focused Business Operations Manager to oversee cross-functional initiatives, operational processes, product launches, vendor relationships, and project execution across the organization. This role serves as the central coordinator between Operations, Customer Service, Marketing, Finance, Development, Providers, Pharmacy Partners, and external vendors. The ideal candidate is a systems thinker who thrives in fast-paced environments, excels at project management, and ensures that priorities move from planning to successful implementation. The Business Operations Manager will be responsible for creating structure, driving accountability, eliminating operational bottlenecks, and ensuring all initiatives are executed efficiently and consistently. Key Responsibilities PROJECT & WORKFLOW MANAGEMENT * Own and maintain project management systems, including ClickUp and related operational tools. * Develop project plans, timelines, deliverables, and ownership assignments. * Monitor project progress and ensure deadlines are met. * Implement robust follow-up mechanisms to track tasks, dependencies, and deliverables. * Identify and proactively resolve project risks, bottlenecks, and operational challenges. * Provide regular project status updates to leadership. * Ensure all projects contain clear owners, deadlines, documentation, and success criteria. CROSS-FUNCTIONAL COORDINATION * Serve as the primary operational liaison between departments. * Facilitate communication and alignment across Customer Service, Marketing, Finance, Development, Provider Operations, and Pharmacy Partners. * Coordinate meetings, agendas, action items, and follow-up activities. * Resolve operational conflicts and ensure timely decision-making. * Support leadership in driving organizational priorities and initiatives. PRODUCT LAUNCH & IMPLEMENTATION MANAGEMENT * Define, maintain, and enforce launch processes for all new products, services, and operational initiatives. * Coordinate launch readiness activities across all departments. * Manage implementation timelines and launch checklists. * Ensure operational, customer support, provider, pharmacy, and marketing teams are prepared before launch. * Monitor post-launch performance and address operational issues. * Serve as the primary operational point of contact for external implementation partners and vendors. PROCESS IMPROVEMENT & DOCUMENTATION * Analyze existing workflows and identify opportunities for efficiency improvements. * Develop, maintain, and update Standard Operating Procedures (SOPs). * Create process documentation, training materials, and operational playbooks. * Establish best practices and quality assurance standards across departments. * Ensure consistency and scalability of operational processes. VENDOR & SOFTWARE MANAGEMENT * Manage relationships with operational vendors and software providers. * Review and coordinate software purchase requests. * Maintain a centralized inventory of software licenses and subscriptions. * Track vendor invoices, contracts, renewals, and payment requests. * Coordinate with Finance to ensure timely processing of approved expenses. OPERATIONAL REPORTING & PERFORMANCE MONITORING * Track key operational metrics and performance indicators. * Maintain reporting dashboards and status summaries for leadership. * Monitor project execution, launch performance, and operational efficiency. * Coordinate collection and reporting of department-level metrics. * Provide recommendations for process improvements based on operational data. COMPLIANCE & QUALITY ASSURANCE * Ensure operational processes follow internal policies and compliance requirements. * Conduct quality assurance reviews for implemented projects and initiatives. * Collaborate with leadership and stakeholders to maintain operational excellence. * Support audits, reviews, and process validation activities when necessary. ADMINISTRATIVE & ORGANIZATIONAL SUPPORT * Coordinate team calendars and operational meetings. * Maintain organized project files, shared drives, and documentation repositories. * Establish consistent naming conventions and documentation standards. * Ensure operational information remains accurate and accessible. Qualifications REQUIRED * 3+ years of experience in Operations, Project Management, Program Management, Business Operations, or related fields. * Demonstrated experience managing cross-functional projects and initiatives. * Strong project management and organizational skills. * Experience developing and documenting business processes and SOPs. * Exceptional written and verbal communication skills. * Strong analytical and problem-solving abilities. * Ability to manage multiple priorities simultaneously. * High attention to detail and follow-through. TECHNICAL SKILLS * Advanced experience with ClickUp or similar project management platforms. * Experience with Jotform, Slack, Google Workspace, or similar tools. * Experience managing operational dashboards and reporting. * Strong proficiency with spreadsheets and workflow documentation tools. PREFERRED QUALIFICATIONS * Experience in healthcare, telehealth, pharmacy, e-commerce, or regulated industries. * Experience working with software development teams and technology vendors. * Familiarity with WooCommerce, operational integrations, and workflow automation. * Experience supporting high-growth organizations and scaling operations. Success Metrics The successful candidate will: * Ensure projects are delivered on time and within scope. * Improve cross-department communication and accountability. * Reduce operational bottlenecks and process inefficiencies. * Maintain accurate and actionable project reporting. * Successfully coordinate product launches with minimal operational issues. * Develop and maintain comprehensive operational documentation. * Improve visibility and ownership of organizational initiatives. Core Competencies * Project Management * Process Improvement * Cross-Functional Leadership * Operational Excellence * Vendor Management * Organizational Planning * Problem Solving * Communication * Accountability Monday through Friday 8:00 AM - 5:00 PM (Central Time)