Job Openings Operations Manager

About the job Operations Manager

Who Were Looking For

We are seeking a proactive and experienced Operations Manager to drive operational performance, streamline processes, and enhance cross-team collaboration across our organization.  The ideal candidate is a strategic thinker and a detail-oriented executor who thrives on building efficient systems and maintaining seamless operations across multiple entities.

You will take charge of workflows, SaaS tools, and financial operations while setting up and maintaining operational standards.  You will also collaborate closely with our Controller to manage bookkeeping, vendor relationships, and financial efficiency.

Key Technologies

Our tech stack includes:

  • ClickUp (Project Management & Workflow Automation)
  • Slack (Real-Time Communication & Team Collaboration)
  • 1Password (Secure Document & Credential Management)
  • HubSpot (CRM & Contact Management)
  • Google Workspace (Email, Docs, Calendar)
  • Front (Email Management)
  • WhatsApp (Urgent Communication)
  • QuickBooks (Accounting)
  • Deel (Global PEO & Payroll considering implementation)
  • Time Doctor (Time Tracking considering implementation)
  • Docsend (Secure Document Sharing)
  • Docusign (Electronic Signatures)
  • Fathom (Meeting Transcription & Insights)
  • Figma (Design & Prototyping)
  • Frame.io (Video Collaboration & Review)
  • GoDaddy (Domain Management)
  • Riverside (Remote Podcast Recording)
  • Spotify for Podcasters (Podcast Distribution)
  • LinkedIn Recruiter, Upwork, Fiverr, Indeed (Job Posting and Recruiting)
  • Vimeo (Video Hosting & Sharing)
  • Webflow (Website Building & Management)
  • Zapier (Workflow Automation)
  • Zoom (Video Conferencing)

Key Responsibilities

Workflow Management & Process Optimization

  • Analyze and optimize workflows to reduce bottlenecks and improve efficiency.
  • Implement and maintain templates and SOPs for recurring tasks across entities.
  • Continuously evaluate and recommend automation solutions, particularly using ClickUp, to enhance productivity.

SaaS Infrastructure & Vendor Management

  • Audit and track all SaaS subscriptions, ensuring effective utilization and minimal overlap.
  • Manage vendor relationships, gather team feedback, and assess operational health.
  • Maintain detailed records of SaaS tools, licenses, and associated costs.

Team Coordination & Cross-Functional Collaboration

  • Serve as the operational point of contact between teams to ensure seamless communication and task handovers.
  • Set up automated workflows, notifications, and reminders for key milestones in ClickUp.
  • Foster collaboration through optimized usage of communication tools like Slack and HubSpot.

Financial Operations Support

  • Collaborate with the Controller to support bookkeeping, vendor payments, and financial tracking.
  • Ensure alignment between operational processes and financial systems for accuracy and efficiency.

Reporting & Metrics

  • Develop and maintain performance dashboards in ClickUp to track team productivity, task completion, and workflow efficiency.
  • Provide weekly updates on operational progress and recommend next steps to the leadership team.

Special Projects

  • Lead short-term projects such as SaaS clean-ups, data organization, and tool migrations.
  • Support system enhancements and ensure all processes align with company goals.

Operations & Team Integration

  • How Operations Works with Finance: Ensuring financial workflows are streamlined, payments are processed efficiently, and financial reporting aligns with operational processes.
  • How Operations Works with Leadership (Audrey, Moj, Sara): The Operations Manager will primarily work with Audrey on a daily basis while maintaining strong accountability to Moj.  They will collaborate with Sara on specific initiatives to maintain organizational alignment.
  • How This Role Partners with the Team: Ensuring all departments are following streamlined systems, removing bottlenecks, and maintaining transparency in team workflows.

Role Responsibilities & Reporting Structure

  • Who You Report To: Directly to Moj & Audrey, with a primary working relationship with Audrey.
  • What You Own: All systems and processes how we do our work, how we operate day to day, how we maintain our standards, and how we retain our team.  While this role isn't responsible for the what that's created, it ensures that the how is efficient, optimized, and meets the scope.
  • What You Are Managing: Ensuring operational efficiency across all teams, driving system adoption, optimizing workflows, and holding team members accountable to established processes.
  • What You Are Non-Negotiably Responsible For:
    • Ensuring ClickUp and all operational tools are fully adopted and optimized.
    • Creating and enforcing standardized onboarding and training for all new hires.
    • Maintaining seamless communication and accountability frameworks across teams.
    • Scaling operations efficiently, ensuring smooth growth without operational breakdowns.
    • Working with finance to ensure timely payroll, invoicing, and budget alignment.

Success Roadmap

First 3 Days:

  • Develop a prioritized action plan outlining key areas to tackle, including next steps and owners.
  • Meet with leadership and key team members to understand bottlenecks and inefficiencies.
  • Begin auditing current processes, particularly onboarding, documentation, and project management tools.

First Week:

  • Implement initial changes from the action plan, focusing on quick wins that create immediate impact.
  • Ensure key stakeholders are aligned on execution priorities.
  • Begin reestablishing accountability frameworks across the team.

First Month:

  • Drive adoption of ClickUp, Front, and onboarding systems. Ensure full utilization and clear processes.
  • Resolve and systematize major issues, including:
    • Organizing Google Drive and ensuring accessibility.
    • Creating a structured onboarding process with clear documentation.
    • Streamlining ClickUp workflows and ensuring team-wide compliance.
  • Establish clear team expectations and operational cadence (daily check-ins, status updates, accountability measures).

First 3 Months:

  • Ensure scaling is seamless, with documented and repeatable processes for hiring and onboarding new team members.
  • Fully integrate Deel (or alternative) for global hiring and payroll.
  • Ensure consistent, predictable financial operations, including accurate tracking of payments and profitability.
  • Team members should know their responsibilities, workflows, and reporting structures with minimal questions.

First 6 Months:

  • Optimize and automate wherever possible to improve efficiency and reduce operational drag.
  • Minimize bleed by tightening processes around cost control and resource allocation.
  • Trolley should be running smoothly and predictably, with the Operations Manager focused on ongoing refinement rather than firefighting.

Ideal Candidate Profile

  • Proven experience managing and scaling remote teams.
  • Highly proactive, direct, and an excellent communicator.
  • Familiarity with our core tech stack, especially ClickUp.
  • Strong systems thinker who can create structure and accountability.
  • Strategic operator who balances big-picture thinking with hands-on execution.
  • Process-driven leader who ensures tasks are not just started but fully completed and adopted.

Job Details

  • Location: Remote
  • Hours: 40hrs/week

Submit your application here

Note: We are not currently considering applications from agencies or recruiters.  Only individual candidates will be reviewed.

About Us

Who We Are: Trolley is an online marketplace and platform that pairs best-in-class people with best-in-class companies.  We are the future of work, create, and play, powered by our proprietary LiveWorkOS.

What We Do: Trolley builds world-class teams using best-in-class SaaS tools, AI, and project management systems.  Our mission is to empower professionals with world-class training and the latest tools to work smarter, faster, and more efficiently.

Why Join Us?

  • Work with the Best: We recruit globally to connect top talent with forward-thinking companies.
  • Tech-Driven Efficiency: Leverage the latest AI and tools to amplify your impact.
  • Human-Centric Approach: Our systems are designed to support and elevate people, not replace them.
  • Training for Success: We provide world-class training to ensure you excel in every aspect of your role.

Be Part of the Future of Work.  Trolley is now accepting applications from ambitious professionals who want to work at the intersection of technology and creativity.  Join us in shaping the next era of work.


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