Data & Operations Manager

Business Operations Manager
Overview
We are seeking a highly organized, operationally driven, technology-savvy Business Operations Manager to help drive the internal execution, coordination, organization, and operational infrastructure of a fast-moving professional services business.
This is not a traditional administrative role.

This individual will serve as a central operational force within the company — managing critical workflows, operational coordination, systems, documentation, reporting, scheduling, vendor management, data integrity, and accountability across the organization. The right person understands how to build order from complexity, create operational efficiency, manage moving pieces simultaneously, and proactively identify gaps before they become problems.
This role requires someone who thrives in a highly collaborative, high-expectation environment where communication, urgency, organization, professionalism, and execution matter.

The ideal candidate is highly detail-oriented, technologically fluent, exceptionally organized, process-minded, and able to operate independently with minimal oversight. This person must be able to think proactively, communicate effectively across all levels of the business, and use technology to improve workflow, efficiency, visibility, and accountability.

Key Responsibilities
Operational Coordination & Execution
• Coordinate and manage day-to-day operational workflows across the organization
• Track internal projects, priorities, deliverables, deadlines, and action items
• Ensure accountability and follow-through from tea ---------- mbers on operational tasks and initiatives
• Assist leadership with workflow management, operational organization, and execution support
• Help create structure, visibility, and operational consistency across the business
• Build and maintain operational processes that improve efficiency and reduce unnecessary friction
• Manage multiple priorities simultaneously while maintaining strong attention to detail and execution quality
Scheduling, Meetings & Communication
• Manage heavy and constantly changing scheduling priorities
• Coordinate internal and external meetings, calendars, and logistics
• Prepare meeting agendas, capture action items, and ensure follow-up completion
• Professionally communicate with executives, clients, vendors, candidates, and internal tea ---------- mbers
• Serve as a central communication point to ensure alignment and organization
• Maintain professionalism, responsiveness, and urgency in all communication and coordination efforts
Data, Reporting & Document Management
• Build, maintain, and organize spreadsheets, trackers, reports, dashboards, and operational documents
• Manage operational reporting and data accuracy across systems and platforms
• Maintain document integrity, version control, and organizational standards
• Work heavily within Microsoft 365, Excel, Word, SharePoint, Smartsheet, Teams, Outlook, and related platforms
• Organize and maintain company operational files, documentation, templates, and records
• Ensure operational data is accurate, accessible, current, and actionable
• Manage and maintain ATS and CRM system organization and reporting integrity
Systems, Technology & Process Improvement
• Manage and maintain operational systems including ATS/CRM platforms and internal workflows
• Identify inefficiencies and proactively improve operational processes
• Help implement systems, automation, workflow enhancements, and technology-driven improvements
• Assist in creating scalable operational infrastructure as the business grows
• Leverage technology as a business tool — not simply as software usage
• Help improve workflow visibility, communication, accountability, and execution across the organization
Vendor & Administrative Management
• Manage relationships and coordination with external vendors and service providers
• Support operational audits, documentation reviews, and process compliance
• Assist with contracts, documentation management, and operational administration
• Ensure operational consistency, organization, and professionalism across all areas of the business
• Maintain highly organized records, files, workflows, and documentation systems

What Success Looks Like
This person creates operational clarity.
Deadlines are not missed. Information is not lost. Documents are organized. Meetings are coordinated. Action items are tracked. Reporting is accurate. Systems are maintained. Operational friction is reduced.
The right individual brings structure, organization, accountability, and efficiency into a fast-paced environment with many moving parts.
They are proactive rather than reactive.
They do not wait to be told every step. They identify issues, solve problems, improve workflows, and help the organization operate at a higher level.

Required Technical & Operational Skills
Advanced Microsoft 365 Expertise
This role requires advanced proficiency — not basic familiarity.
Candidates must have strong working capability in:
Microsoft Excel
• Advanced spreadsheet creation
• Data organization and management
• Reporting dashboards
• Pivot tables
• Conditional formatting
• Formulas and workflow tracking
• Operational reporting and analysis
Microsoft Word
• Professional document creation
• Formatting and presentation standards
• Contracts, proposals, SOPs, and operational documentation
Outlook & Teams
• Heavy calendar management
• Communication coordination
• Meeting scheduling
• Workflow and follow-up management
SharePoint
• Document organization
• File governance
• Version control
• Operational structure and accessibility management
Smartsheet
• Workflow tracking
• Project management coordination
• Operational reporting
• Status dashboards and accountability tracking

Operational & Administrative Capabilities
Candidates must demonstrate strong experience in:
• Heavy operational coordination
• Executive-level scheduling and meeting management
• Managing multiple competing priorities simultaneously
• Vendor coordination and communication
• Document management and operational organization
• Managing operational workflows and accountability processes
• Tracking action items and ensuring execution completion
• Building structure and process within fast-paced environments
• Operational reporting and business coordination
• ATS/CRM management and data integrity oversight
• Audit preparation and organizational compliance support

Communication Requirements
This role requires exceptional communication skills.
Candidates must be able to:
• Speak professionally and confidently
• Write clearly, accurately, and professionally
• Communicate effectively with executives, clients, vendors, and internal teams
• Manage sensitive and confidential information with discretion
• Operate with professionalism under pressure and in fast-moving situations
Strong grammar, business writing, responsiveness, and communication clarity are non-negotiable.

Behavioral & Professional Expectations
The ideal candidate:
• Is highly proactive and does not wait to be directed every step
• Notices operational gaps before they become problems
• Thrives in highly organized environments
• Operates with urgency, ownership, and accountability
• Can manage complexity without losing detail
• Is naturally process-minded and operationally disciplined
• Uses technology to improve workflow, visibility, and execution
• Is dependable, resourceful, and highly responsive
• Can pivot quickly while maintaining organization and professionalism

Examples of Expected Work Product
Candidates should have experience producing and managing work product such as:
Operational Reporting
• KPI tracking spreadsheets
• Executive dashboards
• Operational scorecards
• Workflow status reports
• Team accountability trackers
• Action item follow-up reports
Documentation & Business Infrastructure
• SOPs and process documentation
• Meeting agendas and executive summaries
• Contract tracking logs
• Vendor management documentation
• Internal operational playbooks
• Audit and compliance tracking documentation
Workflow & Coordination Tools
• Smartsheet project trackers
• SharePoint organizational structures
• ATS/CRM data management systems
• Scheduling coordination systems
• Cross-functional workflow management tools
Administrative & Executive Support Deliverables
• Complex calendar coordination
• Executive meeting preparation
• Follow-up tracking and accountability management
• Travel and logistics coordination
• Operational communication management
• Multi-department coordination initiatives
Preferred Backgrounds
This role is best suited for candidates who have worked in environments such as:
• Professional services firms
• Executive search firms
• Consulting organizations
• Financial services
• High-growth entrepreneurial businesses
• Operationally intensive organizations
• Fast-paced small-to-mid-sized companies where adaptability and ownership are required