Operations Manager Systems, IT & Finance

Company: Life Consultants Inc.
Location: Chesapeake
Posted on: February 15, 2026

Job Description:

Job Description Job Description Benefits: Company parties Dental insurance Health insurance Paid time off Vision insurance Role Purpose The Operations Manager owns and protects the operational backbone of Life Consultants Inc. This role exists to ensure the organization operates with: Financial discipline Documented and enforced processes Accurate, timely, decision-ready data Reliable, well-documented technology systems Many systems exist todaybut not all are fully documented, standardized, or protected from drift. Your responsibility is to design, document, stabilize, and enforce these systems so the organization can scale without breaking. This is a hands-on execution role for someone who takes pride in accuracy, structure, follow-through, and building systems that hold up under audit, growth, and pressure. Scope, Authority & Decision Rights Directly manages Administrative Assistants Owns operational systems, SOP standards, documentation, and internal controls Has authority to require compliance with approved operational systems across departments Partners with department leaders to correct gaps and prevent recurrence When enforcement is resisted or breaks down, escalation to the CEO is expected and supported , not penalized Does not manage clinical, HR, or program staff This role is accountable for systems and enforcement , not for managing departmental personnel. Core Responsibilities 1. Financial & Administrative Operations Own Accounts Payable and Accounts Receivable with strict controls Ensure: Accurate coding Proper approvals prior to release Zero duplicated, missed, or unsupported transactions Maintain audit-ready financial documentation at all times Coordinate with CPA and bookkeeping partners; deliver complete, accurate data on schedule Surface financial risks early with corrective action plans 2. Operations, Reporting & Controls Create, validate, and maintain operational and administrative reports Ensure data accuracy, consistency, and timeliness Track work, deadlines, and dependencies using ClickUp (or equivalent) Identify systemic breakdowns and implement permanent fixes , not workarounds Establish and maintain a clear reporting cadence leadership can rely on 3. Systems, SOPs & Process Integrity Develop, maintain, and enforce operational and technology SOPs Review departmental SOPs for clarity, consistency, and alignment Ensure systems are followed once documentedpreventing drift over time Maintain version control, audit trails, and documentation standards 4. Technology & IT Operations Set up, maintain, and troubleshoot office technology (hardware, software, access) Coordinate vendors and manage permissions and access controls Provide basic technical support and training to staff Maintain clear documentation for system setup and troubleshooting 5. Office & Facilities Management Ensure office facilities are safe, functional, and well-maintained Coordinate vendors, repairs, and supplies Ensure issues are resolved permanentlynot revisited repeatedly How Priorities Are Set When tradeoffs arise, work is prioritized in the following order: Compliance, audit, and financial risk Core operational systems that affect multiple departments Time-sensitive executive and regulatory deadlines Facilities and technology issues that block execution You will not be expected to solve everything at oncebut you are expected to surface risks early and recommend priorities clearly. What Success Looks Like (First 90 Days)By Day 90: Core operational SOPs are documented, validated, and actively in use AP/AR runs cleanly with zero preventable errors (clearly defined and tracked) A weekly operational reporting cadence is established and followed Known operational and financial risks are documented with mitigation plans Leadership can rely on data and systems without re-checking work Success is measured through evidence, documentation, and outcomes , not effort. Reporting & Operating Rhythm This role reports directly to the CEO. Operating expectations: Structured check-ins with clear agendas Proactive communicationno surprises Problems surfaced early, with options and recommendations Deadlines are real and non-negotiable Silence, delay, or undocumented work creates risk and is treated as a failure mode The CEO values operators who bring clarity, close loops, and reduce noise over time. What This Role Is Not Not a clinical or HR role Not creative or improvisational Not a relationship-first or sales role Not a role for people who dislike repetition, controls, audits, or accountability Not a role for people who need close direction to execute Before You Apply(Read Carefully) You will likely not enjoy this role if: You dislike enforcing standards or holding firm under resistance You need frequent reassurance or emotional processing You prefer loosely structured or flexible environments You avoid direct accountability or hard deadlines Required Competencies Exceptional attention to detail Strong documentation discipline High personal accountability and follow-through Comfort enforcing standards with peers Systems and technology aptitude Ability to operate independently under pressure Growth & Upside As systems stabilize: Firefighting decreases Influence and decision leverage increase Trust and autonomy expand Scope may grow based on performance and organizational needs This role is designed to become calmer and more strategic over time , not more chaotic. Final Note: If you take pride in building systems that work every day , hold up under scrutiny, and reduce organizational riskand you want real ownership without hand-holdingthis role was built for you.

Keywords: Life Consultants Inc., Norfolk , Operations Manager Systems, IT & Finance, IT / Software / Systems , Chesapeake, Virginia