Operations Manager (Remote) – Systems, KPIs & Business Operations

# Operations & Systems Manager (Remote – Full-Time)

### **This is NOT an administrative assistant position.**

We are looking for a highly analytical **Operations & Systems Manager** who enjoys building dashboards, developing KPIs, improving business processes, facilitating leadership meetings, and helping a CEO execute company strategy.

If you love creating systems, organizing chaos, holding teams accountable, and using data to drive decisions, this role is for you.

**This position requires someone who can think strategically, build operational infrastructure, and help scale a growing organization—not simply complete administrative tasks.**

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## About Us

Elevation Individual and Family Therapy is a rapidly growing multi-location mental health organization serving clients throughout Illinois and Indiana. We are passionate about building an organization that delivers exceptional care while operating with excellence behind the scenes.

We are looking for an experienced Operations & Systems Manager who loves structure, systems, data, and accountability. This is not an administrative assistant position. We need someone who enjoys building processes, organizing teams, tracking performance, and making businesses run better.

If you naturally think, "There has to be a better way to do this," you'll probably love this role.

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# About the Role

Our CEO is highly visionary and growth-focused. Your role is to translate vision into execution.

You will build systems, organize projects, hold leaders accountable, monitor KPIs, create dashboards, facilitate meetings, and ensure initiatives move from ideas to completion.

You will become the operational hub of the company.

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# What You'll Be Responsible For

### Operational Leadership

* Build and improve operational systems
* Document and improve workflows
* Create Standard Operating Procedures (SOPs)
* Identify inefficiencies and recommend solutions
* Improve communication across departments
* Ensure projects are completed on time

### KPI Development & Reporting

You will build executive dashboards that track the health of the company.

Examples include:

* Revenue
* Collections
* Accounts Receivable
* Therapist productivity
* Documentation compliance
* Scheduling utilization
* Client satisfaction
* Referral sources
* Administrative performance
* Hiring metrics
* Credentialing progress
* Marketing performance
* Financial trends

You'll create reports that allow leadership to quickly understand what is happening across the business.

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### Dashboard Creation

You'll build dashboards using tools like:

* Airtable
* ----------
* ClickUp
* Google Sheets
* Excel
* Looker Studio
* Power BI (preferred)

You should enjoy turning messy data into simple visual reports.

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### Meeting Leadership

You will:

* Run weekly leadership meetings
* Create agendas
* Capture action items
* Assign ownership
* Follow up on commitments
* Keep projects moving
* Ensure accountability

You are comfortable respectfully asking leaders for updates and helping them stay on track.

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### Project Management

You'll oversee multiple projects simultaneously such as:

* New service launches
* Software implementation
* Process improvements
* Hiring initiatives
* Operational changes
* Technology rollouts
* Workflow redesign
* Cross-department initiatives

Nothing should "fall through the cracks."

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### Data & Analytics

You should enjoy working with numbers.

Responsibilities include:

* Tracking trends
* Building reports
* Identifying operational bottlenecks
* Finding opportunities for improvement
* Making recommendations backed by data

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### Process Improvement

You'll constantly ask questions like:

* Can this be automated?
* Can this process be simplified?
* Can we reduce manual work?
* Can this dashboard update automatically?
* Can this report be easier to understand?

Continuous improvement is expected.

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### Executive Support

You'll work closely with the CEO by:

* Organizing priorities
* Following up on projects
* Preparing reports
* Monitoring company goals
* Keeping initiatives moving
* Reducing decision fatigue
* Creating structure around growth

Your success will allow the CEO to spend less time managing operations and more time growing the business.

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# Required Skills

* Excellent English communication
* Exceptional organization
* Strong project management
* Advanced Excel or Google Sheets
* Dashboard creation
* KPI reporting
* Process documentation
* Meeting facilitation
* Strong written communication
* Excellent follow-through
* Critical thinking
* Time management
* High attention to detail

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# Preferred Experience

Experience with one or more of the following:

* Airtable
* ----------
* ClickUp
* Asana
* Notion
* Microsoft Excel
* Google Workspace
* Power BI
* Looker Studio
* Zapier
* ----------
* AI tools such as ChatGPT

Experience supporting founders or CEOs is a significant plus.

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# The Ideal Person

You are someone who:

* Loves structure
* Loves organization
* Enjoys creating systems
* Notices details others miss
* Naturally follows up with people
* Thinks several steps ahead
* Is comfortable leading meetings
* Can respectfully hold people accountable
* Enjoys solving operational problems
* Is proactive instead of reactive
* Doesn't wait to be told what to do
* Takes ownership

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# To Apply (Required)

**Applications that do not include ALL of the items below will not be considered.**

Please submit:

1. Your resume.
2. A brief introduction about yourself.
3. **Screenshots or examples of dashboards you personally built.**
4. **A list of KPIs you have created or managed.**
5. A list of the software you have used (Airtable, ClickUp, ---------- , Power BI, Excel, Google Sheets, Looker Studio, etc.).
6. The largest team or organization you have supported.
7. **A 3–5 minute Loom video** introducing yourself and answering the following:

* Tell us about a business process you improved.
* What problem did it solve?
* What systems or tools did you implement?
* What measurable results did you achieve?
8. Include the phrase **"Systems Drive Success"** as the first line of your application so we know you read the entire job posting.

We're looking for someone who enjoys bringing order to complexity, turning ideas into action, and helping a growing organization scale with excellence.