Vantage Group

Administrative Operations Manager

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: TYPE OF WORK

Full Time

: SALARY

$1,200 - $2,000)

: HOURS PER WEEK

45

: DATE UPDATED

Feb 26, 2026

JOB OVERVIEW

Director of Administrative Operations
Skyline Exteriors Landscaping & Snow Removal, Inc.
Chicago, IL (Hybrid Leadership Role)

Position Overview
Skyline Exteriors Landscaping & Snow Removal, Inc. is seeking a Director of Administrative Operations to lead and optimize the company’s backend administrative infrastructure.
This role serves as the single point of accountability between the General Manager and the virtual administrative team. The
Director of Administrative Operations is responsible for ensuring backend execution is accurate, efficient, system-driven, and profitability-focused.
- This is not an administrative assistant role.
- This is an operational leadership position focused on systems, accountability, and automation.
- The ideal candidate is structured, analytical, process-oriented, financially aware, and comfortable leading remote teams while implementing AI and workflow automation tools to improve efficiency.

Core Responsibilities
Backend Operations Leadership
Lead and manage all virtual administrative staff
Establish clear performance standards and KPIs
Conduct weekly team reviews and accountability meetings
Enforce SOP compliance and documentation standards
Oversee task delegation and workload distribution
Serve as the primary administrative point of contact for the General Manager

CRM & Pipeline Integrity
Maintain accuracy within Jobber, GHL, QuickBooks, and related systems
Ensure all inbound leads are logged and tracked correctly
Monitor pipeline stage accuracy and contract renewals
Oversee proper documentation of client records
Ensure clean and organized CRM data
Prevent revenue leakage due to system errors

- Billing & Accounts Receivable Oversight
Ensure recurring invoices are accurate and timely
Cross-check scope of work against billing
Monitor AR aging and payment patterns
Identify billing discrepancies and resolve errors
Coordinate with accounting to protect cash flow
Reduce administrative revenue loss

- Quality Assurance (QA) Enforcement
Enforce Quote, Schedule, Dispatch, and Invoice QA checklists
Track recurring administrative errors
Maintain exception logs
Refine workflows when errors repeat
Reduce owner and GM escalations caused by backend mistakes

- Workflow Optimization & Process Improvement
Map and document backend workflows
Identify operational inefficiencies
Improve SDR ? GM ? Admin handoffs
Streamline onboarding processes
Reduce redundancy and administrative friction
Continuously improve systems to support scalability

- AI & Automation Implementation
Identify repetitive tasks suitable for automation
Implement workflow automations (Zapier, Make, CRM automation tools)
Automate renewal reminders, AR follow-ups, and reporting
Reduce manual data entry through system integration
Build AI-assisted dashboards and reporting systems
Document automation processes and maintain system clarity

- Reporting & Operational Visibility
Deliver weekly reporting to leadership, including:
Pipeline health
AR summary
QA metrics

- Administrative workload tracking
Deliver monthly operational efficiency summaries
Monitor backend cost as a percentage of revenue
Track administrative productivity metrics
Administrative Profitability & Efficiency
Monitor backend labor efficiency
Track administrative error rates
Reduce rework and duplicate effort
Protect company NOI through disciplined execution
Improve administrative cost-to-revenue ratio over time

Required Qualifications
- 5+ years in operations, administrative leadership, or backend systems management
- Experience leading remote or virtual teams
- Strong CRM proficiency (Jobber, HubSpot, GHL, Salesforce, or similar)
- Experience with workflow automation tools (Zapier, Make, etc.)
- Familiarity with AI-based workflow optimization
- Strong organizational and analytical skills
- Financial literacy (understanding of revenue, margin, and operational cost structure)
- Ability to build and enforce structured processes
- Strong communication and leadership capabilities

Preferred Qualifications
- Experience in service-based industries (landscaping, construction, facilities management, or field services)
- Background in operational scaling
- Experience implementing automation in a growing business
- Experience improving administrative efficiency in multi-crew operations
- Key Performance Indicators (KPIs)
- CRM accuracy and cleanliness
- Billing error rate reduction
- QA checklist adherence rate
- AR aging improvement
- Administrative cost percentage reduction
- Automation implementation milestones
- Reduction in executive escalations
- Virtual team performance consistency

Compensation
Compensation will be competitive and aligned with experience ($,1200 - $2,000 per month)
This role offers long-term growth opportunity within a structured, performance-driven organization.

About Skyline Exteriors
Skyline Exteriors Landscaping & Snow Removal, Inc. is a Chicago-based exterior services company focused on recurring maintenance, operational discipline, and margin-protected growth. We operate with structured systems, clear accountability, and long-term value creation in mind.
- We are selective by design and focused on long-term fit.

How to Apply
Qualified candidates should submit:
A current resume outlining relevant operational leadership experience
A brief Loom video addressing:
- Why you are interested in this role
- Your experience leading remote teams
- Examples of systems or workflows you have built or improved
- Any experience implementing automation or AI tools

SKILL REQUIREMENT

Leadership System Analysis AI Automation

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Vantage Group

Administrative Operations Manager

Please login or register as jobseeker to apply for this job.

TYPE OF WORK

SALARY

HOURS PER WEEK

DATE UPDATED

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