Operations Manager

ROLE OVERVIEW

The Operations Manager is responsible for overseeing the daily operations of multiple business divisions while providing executive-level operational support to the CEO. This role ensures projects, teams, systems, and company initiatives are executed efficiently, deadlines are met, and organizational standards are maintained.

The Operations Manager serves as the central point of coordination across departments, ensuring accountability, process improvement, and operational excellence throughout the organization. This position requires strong leadership, organization, communication, and problem-solving skills in a fast-paced remote environment.

CORE RESPONSIBILITIES

Executive Support
Manage the CEO's calendar, meetings, priorities, and task follow-ups.
Prepare executive correspondence, reports, presentations, and documentation.
Capture meeting minutes and monitor action items through completion.
Handle confidential information with professionalism and discretion.
Assist the CEO in coordinating strategic initiatives and special projects.

Operations Management
Oversee daily operations across assigned departments and business entities.
Coordinate projects, priorities, and deadlines among department leaders.
Monitor operational performance and identify process improvements.
Ensure company policies, procedures, and operational standards are consistently followed.
Escalate operational issues and recommend solutions to leadership.

Lipstick Properties Oversight (Management & Construction)
Oversee operational activities for Lipstick Properties Management and Lipstick Properties Construction.
Monitor property management workflows, maintenance coordination, tenant-related operations, and project progress.
Coordinate with contractors, vendors, project managers, and internal staff to ensure timely completion of work.
Track construction schedules, project milestones, budgets, and operational deliverables.
Ensure documentation, permits, contracts, and project records are properly maintained.
Provide regular operational updates and reports to executive leadership.

Team Coordination
Track assignments, deadlines, and deliverables across departments.
Follow up with team members to ensure timely completion of assigned tasks.
Remove operational roadblocks by coordinating resources and communication.
Consolidate department updates into executive summaries.
Promote accountability through consistent follow-up and reporting.

Systems Administration Support
Coordinate user access, permissions, onboarding, and offboarding activities.
Maintain project management platforms, SharePoint sites, and internal file systems.
Ensure documentation standards, naming conventions, and organizational systems are followed.
Provide first-level operational support for company software and productivity tools.
Recommend workflow improvements and automation opportunities.

Vendor, Partner & Stakeholder Coordination
Communicate professionally with vendors, contractors, lenders, legal professionals, and business partners.
Support negotiations through documentation, scheduling, follow-ups, and coordination.
Track contracts, agreements, approvals, and outstanding action items.
Help ensure commitments are completed and properly documented.

Documentation & Process Management
Develop, maintain, and improve Standard Operating Procedures (SOPs).
Organize company documentation, forms, templates, and operational records.
Maintain onboarding materials, training resources, and internal knowledge libraries.
Ensure operational documentation remains accurate and up to date.

Reporting & Continuous Improvement
Prepare operational reports and dashboards for executive review.
Monitor KPIs, project status, and departmental performance.
Identify inefficiencies and recommend improvements to systems and workflows.
Support implementation of new operational initiatives and organizational improvements.

QUALIFICATIONS
Excellent organizational and time management skills.
Strong leadership and project coordination abilities.
Exceptional written and verbal communication skills.
High attention to detail and ability to manage multiple priorities simultaneously.
Experience with Microsoft 365, SharePoint, Microsoft Planner, Teams, and other business productivity tools.
Ability to work independently with minimal supervision.
Professional discretion when handling confidential information.
Experience in operations management, executive support, project management, or property management is preferred.

Application Requirement:

Only applicants who submit their most recent resume and a 1-minute video introduction will be considered.