Operations & Systems Manager

Join Our Team and Inspire Parents!

Are you passionate about supporting parents and want to contribute to a mission-driven organization? Are you the kind of person who lives, breathes, and thrives in finding efficient ways to organize things? Do you have a meticulous eye for detail that gets bothered when you notice 1 word is misspelled or there’s a document filed in the wrong folder?

If so, we invite you to join our team as an Operations & Systems Manager.

As a parenting coaching business dedicated to empowering parents of children ages 4-14, we are looking for an organizer who enjoys systems. As a member of our team, you will maintain and enhance our current operational systems while implementing new ones that further our mission to positively impact families’ lives.

Responsibilities:

MARKETING AND TECH SETUP
– TECH SETUP: Set up and manage marketing tools such as website cart checkout, lead magnet setup, email automations, chatbots, payment connections, group texting systems, and troubleshoot WordPress website issues.
– WEB PAGE DEVELOPMENT: Build web pages and registration pages from provided designs using Elementor page builder.
– EMAIL MANAGEMENT: Manage email list in ActiveCampaign, ensure correct tagging and segmentation, and clean up lists as needed.

ADMINISTRATIVE & PROJECT SUPPORT
– PROJECT MANAGEMENT: Keep Notion project management tool updated. Manage and maintain Notion for all team members, including adding new databases and troubleshooting.
– PROCESS DOCUMENTATION: Establish and maintain an SOP library by documenting processes relevant to your role, collecting SOPs from the team and loading SOPs in Notion, while ensuring SOP library stays updated as workflows improve.
– EXECUTIVE ASSISTANCE: Organize and manage the owner’s personal and business email accounts, log information from texts into their appropriate places, follow up with the owner to keep her focused on priorities & deadlines, and input weekly plans into the owner’s personal planner and Notion workplans.
– MEETING COORDINATION: Attend and actively participate in weekly staff meetings, organize action items discussed during meetings according to priorities, and follow up with team members to ensure deadlines are met.
– BOOKKEEPING: Enter receipts and transactions into QuickBooks, categorize them, verify records’ accuracy, and run and present weekly and monthly financial reports.
– COMPANY REPORTS: Collaborate with team members to create and present marketing, campaign, website stats, and financial reports in a professional format.

CUSTOMER & COMMUNITY SUPPORT
– CUSTOMER SUPPORT: Manage the company’s support email address & monitor support requests in the Telegram group to respond to customer inquiries, including billing and access issues.
– COMMUNITY MANAGEMENT: Maintain engagement with our >Facebook community by approving and welcoming new members, managing community engagement and upholding group guidelines.
– COURSE MANAGEMENT: Manage LearnDash LMS by adding courses, basic Canva designing (changing text on provided templates), and basic video editing (like cutting clips, adding thumbnails or adding a slide or title card).
– CONTENT MANAGEMENT: Maintain organization across Canva library, Zoom recordings, Vimeo video library, Google drives and other digital assets to ensure content is properly categorized and easily accessible.

Compensation and Benefits:
Hours: Usually 10 hours per week (part-time) with the occasional 20-30 hours temporarily needed. See notes below for details.
Compensation: $4-6/hour
Flexibility: Set your own schedule and work at your convenience.
Remote Work: Enjoy the freedom and flexibility of working from anywhere.
Independent Contractor: This is a contract position without benefits. Only direct workers should apply. No agencies please.

Growth Potential:
This role has the potential to develop into a Business Manager position working 20-30 hours per week. This includes the opportunity to develop training programs, manage business operations, create complex systems, onboard new team members, confirm appointments, and follow up with leads.

To Apply:
Fill out this form:
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NOTES:
Hours: There are certain times when timing really matters to reach company goals. So you’ll need to be okay accommodating an increase to 20-30 hours for about one week to meet an aggressive deadline. In these instances, you’ll have 7-10 days notice. This usually occurs once every 2-3 months during September to May. It may be once a month during June to September when marketing campaigns are launched.

Additionally, if you are wanting extra hours, there is usually an option to work 20 hours per week for all of August and September.