Operations Manager – U.S. Healthcare Practice | Remote Full-Time | Long-Term | Remote | U.S. Company | U.S. Business Ho

Operations Manager – U.S. Healthcare Practice | Remote

Full-Time | Long-Term | Remote | U.S. Company | U.S. Business Hours

About Happy Health & Nutrition

Happy Health & Nutrition (HHN) is a growing U.S.-based nutrition and health coaching company helping people create lasting health transformations through evidence-based nutrition, behavioral change, coaching, and ongoing support.

We are building HHN into a highly organized, scalable healthcare company known for an exceptional client experience, meaningful clinical partnerships, strong systems, and a team that genuinely cares about the people we serve.

At HHN, we believe compassion and accountability belong together.

We care deeply about our clients and about one another. We believe in taking ownership, continuous learning and improvement, doing meaningful work, communicating openly, following through on commitments, learning from mistakes rather than hiding them, improving the system when something does not work, holding high standards while treating people with respect, and helping people live happier, healthier lives.

We are building an A-Team of people who want to grow personally and professionally while contributing to something meaningful.

We are now looking for an experienced Operations Manager who can help turn leadership vision into consistent execution across our people, projects, systems, and client operations.

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This Is NOT a Virtual Assistant Position

Please read this carefully before applying.

We are not looking for someone who waits for the CEO to provide a list of tasks, completes those tasks, and reports them back.

We need someone who can be given a desired outcome and independently determine what needs to happen next.

For example, if the CEO says:

“We need to make sure every client affected by a coach transition has been contacted, understands what is happening, and has a confirmed next appointment.”

We expect the Operations Manager to independently:

* Determine which clients are affected
* Verify what has already happened
* Identify missing or conflicting information
* Determine what still needs to happen
* Coordinate and delegate follow-up
* Establish reasonable deadlines
* Follow up when someone does not respond
* Escalate appropriately
* Verify that the work was actually completed
* Identify clients at risk of disengaging
* Recommend solutions
* Improve the process so the problem is less likely to happen again
* Report the final outcome to leadership

The CEO should not need to determine every next step.

Your role is to turn HHN’s vision into reliable execution so our coaches can focus on exceptional care, our clients feel supported throughout their entire journey, and the company can continue growing without quality being lost as we scale.

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What You Will Own

You will help manage the day-to-day operational execution of HHN, including:

* Team accountability and follow-through
* Client workflow and continuity
* Operational projects and deadlines
* Staff onboarding and offboarding
* Coach transitions and client handoffs
* Project-management systems
* SOP creation, implementation, and improvement
* Making sure SOPs are actually being followed
* Evaluating whether processes are producing the intended outcome
* Maintaining operational dashboards and meaningful KPI reporting
* Identifying operational gaps before they become larger problems
* Following up with team members, contractors, vendors, and partners
* Tracking unresolved issues through completion
* Coordinating administrative team members
* Ensuring important work does not disappear inside email or chat
* Identifying bottlenecks and recurring problems
* Recommending process improvements
* Helping leadership determine when additional team capacity or new roles are needed
* Bringing leadership solutions and recommendations, not only problems
* Helping HHN build systems that can scale beyond the Founder/CEO

As HHN continues hiring specialized team members, your role should increasingly shift from personally completing every operational task to making sure the right person owns the task and that the desired outcome is achieved.

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What Excellent Performance Looks Like

You may be a strong fit if this sounds like you:

You notice when something does not make sense — and investigate it.

You do not simply send an email or message and wait indefinitely.

You follow up. You call when appropriate. You establish deadlines. You escalate when necessary. You close loops.

If someone tells you something was completed, you understand when verification is necessary.

If a deadline may be missed, you communicate before the deadline, along with the reason and a revised plan.

If information conflicts, you do not simply report the contradiction to the CEO. You investigate and determine what actually happened.

If something repeatedly goes wrong, you do not only solve it once. You ask:

Why did this happen, and what needs to change so it does not keep happening?

You are comfortable respectfully holding people accountable.

You can distinguish between:

“This requires CEO approval.”

and

“This is an operational decision I am expected to make.”

You understand:

Task completed ≠ Outcome achieved

And when you tell us:

“I’ll take care of it.”

we should be able to trust that the loop will be closed.

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The Person We Are Looking For

You are proactive without being reckless, organized without becoming rigid, kind without avoiding accountability, and confident without needing to control people.

You are curious when something goes wrong. You are comfortable asking difficult questions respectfully. You can create order from complexity, make decisions within your authority, manage several priorities simultaneously, and naturally think several steps ahead.

You care about both people and business outcomes.

You do not seek conflict, but you also do not avoid necessary conversations.

You understand that strong leadership sometimes sounds like:

“I care about you, and this expectation still needs to be met.”

HHN is a high-care, high-accountability environment.

We want someone who can protect both.

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Required Qualifications

Please apply only if you have previous experience in an Operations Manager, Practice Manager, Clinic Manager, Project/Operations Manager, Team Manager, Operations Lead, or similar role where you were responsible for outcomes — not simply administrative task completion.

You should have:

* Previous experience managing people, projects, or operational outcomes
* Experience directly coordinating or supervising team members
* Strong project and deadline-management skills
* Excellent spoken and written English
* Strong independent judgment and problem-solving ability
* Excellent organization and follow-through
* Experience creating, documenting, and implementing SOPs
* Experience using project-management software
* Experience managing multiple priorities simultaneously
* Comfort having respectful but direct accountability conversations
* Ability to recognize when something requires escalation
* High attention to detail
* Strong confidentiality and professional judgment
* Reliable internet
* Professional remote-work environment
* Ability to work agreed-upon U.S. business hours

Strongly Preferred

Experience in one or more of the following:

* Healthcare
* Medical practices
* Nutrition or wellness companies
* Behavioral health
* Telehealth
* Client or patient service businesses
* HIPAA-regulated environments
* Managing remote teams
* Revenue-cycle or insurance-related operations
* Notion
* Microsoft Teams
* SimplePractice or another EHR/practice-management platform

Healthcare experience is valuable, but strong operational judgment is more important than knowing our exact software on Day 1.

We can teach our systems.

We are specifically looking for someone who already knows how to manage outcomes, priorities, deadlines, and people.

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Compensation & Growth

Starting compensation: $800–$1,000 USD per month, depending on experience, demonstrated operational capability, schedule, and final scope of responsibility.

This is intended to be a long-term growth position.

HHN is growing, and we want the person in this role to grow with the company.

Compensation will be reviewed incrementally as you demonstrate increasing:

* Operational ownership
* Independent judgment
* Reliability
* Team-management capability
* Problem-solving ability
* Accountability leadership
* KPI and reporting competence
* Ability to manage larger areas of HHN operations
* Measurable business outcomes

Compensation growth is based on demonstrated responsibility and outcomes — not simply time in the role.

We will establish clear expectations so you understand what successful advancement requires.

As HHN continues to grow, there may also be opportunities for increased leadership responsibility for a candidate who consistently demonstrates the ability to operate at a higher level.

We do not promise automatic promotions or salary increases.

We do promise that strong performance, increasing responsibility, and meaningful contribution will be recognized.

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This Position May NOT Be Right for You If:

* You prefer receiving detailed step-by-step instructions for most assignments
* You are uncomfortable following up repeatedly when something important remains unresolved
* You avoid difficult conversations even when expectations are not being met
* You prefer completing tasks over taking responsibility for final outcomes
* You regularly wait for your supervisor to determine the next step
* You struggle to prioritize when several things are happening simultaneously
* You consider sending an email or message the completion of a responsibility even when the desired outcome has not occurred
* You are uncomfortable working in a growing company where systems will continue improving and evolving

There is nothing wrong with those working styles.

They are simply not the working style required for this position.

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How to Apply

Please do not submit only a generic cover letter.

We care significantly more about how you think than how polished your résumé sounds.

At the beginning of your application, write:

I OWN THE OUTCOME

Then submit your résumé and answer the questions below.

Question 1 — Operations Scenario

You are the Operations Manager for a healthcare coaching company.

A coach returns from an extended leave and approximately 12 previous clients are transferred back to her.

Two weeks later, the CEO discovers that the coach saw only two clients during the previous week.

The coach reports that she contacted several clients.

However, some information does not match what the company is hearing directly from clients, and there is no clear central record showing who was contacted, when they were contacted, how many attempts were made, who responded, who has a future appointment, and who may be at risk of leaving the company.

The CEO tells you:

“The desired outcome is that every client has a verified status, no client unintentionally falls through the cracks, and we recover as many client relationships as possible.”

What would you do next?

Please walk us through your approach step by step, including:

1. What you would investigate first
2. What information you would gather
3. Who you would communicate with
4. What you would delegate
5. What deadlines you would establish
6. What you would do if someone did not respond
7. What you would d ---------- independently versus bring to the CEO
8. How you would verify that the desired outcome was actually achieved
9. What you would change operationally to reduce the likelihood of this happening again

There is no required response length.

We are evaluating how you think, not whether you guess our current process correctly.

Question 2 — Leadership & Culture Scenario

At HHN, we believe that caring deeply about people and maintaining high standards are not opposites.

Tell us about a real situation where someone you worked with was repeatedly not meeting an important expectation.

Please explain what was happening, how you approached the person, what you said or did, how you balanced accountability with respect, what happened afterward, and what you learned.

We are especially interested in understanding how you handle situations where addressing the problem may feel uncomfortable.

Final Question

In 3–5 sentences, answer:

What do you believe is the difference between completing a task and owning an outcome?

Applications that do not include the required questions may not be considered.

We are looking for someone who wants to help build something meaningful, enjoys solving complicated problems, and takes pride in making an organization work better because they are part of it.

If that sounds like you, we would love to hear from you.