The Virtual Operations Manager serves as the operational right hand to company ownership, providing executive-level leadership across operations, financial oversight, process management, and organizational execution.

This is not a clinic-level or administrative support role. Instead, the position operates at the company level, ensuring operational systems, financial processes, reporting, accountability structures, and growth initiatives are consistently executed across all business locations.

The Virtual Operations Manager is responsible for translating leadership's strategic vision into measurable execution by managing operating rhythms, financial oversight, project management, business systems, and AI-enabled operational infrastructure.

Success in this role is measured by operational efficiency, financial performance, organizational accountability, and the company's ability to scale without increasing operational complexity.

Key Responsibilities

Operations Leadership & Organizational Management

Serve as the organization's operational leader, translating strategic priorities into actionable execution plans.
Lead weekly leadership meetings and maintain organizational accountability.
Manage company-wide scorecards and operational KPIs.
Coordinate quarterly and annual business planning initiatives.
Maintain and improve company operating systems and workflows.
Ensure cross-functional projects remain on schedule and aligned with business objectives.
Maintain and continuously improve the company's SOP library.

Financial Management & Business Oversight

Manage payroll operations and ensure timely, accurate payroll processing.
Calculate bonus and incentive programs.
Prepare monthly financial summaries and business performance reports.
Identify cost-saving opportunities across departments and vendors.
Monitor organizational spending and financial performance.
Oversee relationships with external billing providers.
Monitor revenue cycle performance, including:
- Claims processing
- Denial management
- Accounts receivable
- Collections
Build financial forecasting and operational planning tools.

Growth Strategy & Operational Execution

Execute company growth initiatives and operational improvement strategies.
Coordinate implementation of marketing initiatives and patient reactivation campaigns.
Monitor lead generation, conversion, and marketing ROI.
Translate strategic initiatives into operational workflows.
Coordinate implementation of organizational improvements across departments.
Ensure business recommendations are successfully executed.

Systems & AI Infrastructure

Manage the organization's core business systems.
Oversee CRM, project management, communication, and knowledge management platforms.
Lead implementation of employee training systems.
Manage AI implementation initiatives and automation projects.
Coordinate technical resources and technology vendors.
Evaluate and recommend new business technologies.
Ensure system adoption across the organization.

Reporting & Business Analytics

Consolidate company-wide operational reporting.
Analyze organizational KPIs and business performance.
Prepare weekly operational updates.
Deliver monthly executive reports.
Develop quarterly and annual business reviews.
Build dashboards that provide visibility into organizational performance.
Present actionable recommendations to leadership.

Leadership & Team Accountability

Maintain performance scorecards across departments.
Support managers with coaching and accountability.
Lead organizational change management initiatives.
Improve communication across departments and locations.
Foster a culture of accountability, ownership, and continuous improvement.

Additional Responsibilities

Prepare leadership meeting materials.
Coordinate company-wide operational infrastructure.
Ensure compliance-related operational requirements remain current.
Translate annual company goals into measurable operational initiatives.
Support cross-functional business initiatives as the organization continues to grow.

Qualifications

Required

Demonstrated experience as an Operations Manager, Director of Operations, Chief of Staff, EOS Integrator, or in a comparable senior operational leadership role.
Experience operating within a structured business operating system such as EOS (Entrepreneurial Operating System) or a similar framework.
Strong financial acumen with experience managing:
- Payroll
- Financial reporting
- Budget oversight
- Revenue cycle management
- Billing relationships
Proven ability to oversee multi-location or multi-division operations (strongly preferred).
Experience managing technical resources, vendors, or implementation partners without necessarily serving as the technical builder.
Systems-oriented mindset with the ability to design scalable operational processes rather than simply completing tasks.
Strong analytical and data-driven decision-making skills.
Ability to transform ambiguity into structured, repeatable operational systems.
Self-starter with exceptional ownership and accountability.
Demonstrated experience leading teams, holding others accountable, and driving organizational performance.
Excellent written and verbal communication skills with confidence presenting business metrics and strategic recommendations to executive leadership.
Professional-level bilingual proficiency in English and Spanish.
Experience using AI tools such as ChatGPT, Claude, or similar platforms to improve reporting, operational planning, documentation, and business analysis.

Preferred

Previous experience in healthcare, multi-location service organizations, or professional services.
Experience managing revenue cycle operations or working alongside billing partners.
Familiarity with CRM platforms, project management systems, and operational dashboards.
Experience leading digital transformation or AI implementation initiatives.
Background supporting rapidly growing organizations.

Core Competencies

Operations Leadership
Strategic Execution
Business Process Improvement
EOS / Operating Systems
Financial Management
Revenue Cycle Oversight
Business Analytics
KPI Management
Project Management
Team Leadership
Organizational Development
Change Management
AI & Systems Implementation
Accountability
Communication
Problem Solving
Strategic Planning

Typical Work Day

Review company scorecards, KPIs, and overnight operational updates.
Analyze lead flow, scheduling, financial performance, and operational priorities.
Lead or prepare executive leadership meetings.
Follow up on departmental action items and cross-functional initiatives.
Review payroll, expenses, billing, and revenue cycle performance.
Coordinate with external billing partners and internal department leaders.
Monitor marketing performance, patient acquisition, and business growth initiatives.
Direct AI implementation projects and business systems improvements.
Review project status and update leadership on organizational priorities.
Prepare operational reports and establish priorities for the following day.

Typical Workweek

Monday

Review previous week's business performance.
Establish weekly priorities.
Prepare leadership meetings.
Review company scorecards.

Tuesday – Thursday

Execute operational initiatives.
Manage financial oversight and revenue cycle activities.
Coordinate marketing and growth initiatives.
Lead systems implementation and AI projects.
Drive cross-functional accountability.

Friday

Deliver weekly operational updates.
Review marketing and financial performance.
Conduct leadership accountability meetings.
Plan priorities for the upcoming week.

Weekly Time Allocation

30% Operations Leadership & Organizational Accountability
30% Financial Management & Revenue Cycle Oversight
25% Growth Strategy & Marketing Execution
15% Systems, Infrastructure & AI Management

Performance Evaluation

Performance will be evaluated based on:

Effectiveness of the company's operating cadence.
Financial accuracy and reporting quality.
Revenue cycle performance.
Organizational accountability.
Growth initiative execution.
Technology and systems implementation.
Quality and consistency of executive reporting.
Overall contribution to organizational scalability and profitability.

Key Performance Indicators (KPIs)

Leadership meetings and operating cadence executed consistently.
Company scorecards maintained accurately and on schedule.
Payroll processed accurately and on time.
Monthly financial reports delivered with actionable recommendations.
Revenue cycle performance continuously monitored and improved.
Marketing performance and lead conversion tracked with measurable ROI.
Successful implementation and adoption of operational systems and AI initiatives.
Weekly, monthly, quarterly, and annual executive reporting delivered consistently.
Departmental performance scorecards maintained and actively managed.
Continuous improvement in operational efficiency across the organization.

Reports To

Ownership / Executive Leadership

This role works closely with:

Clinic Management
Department Leaders
Revenue Cycle & Billing Partners
Technical & AI Implementation Resources
Virtual Support Team

Performance and ongoing professional development are supported through The Virtual HR Department™.

Software & Tools

EOS Operating System Tools
Project Management Platform (Asana, ClickUp, Todoist, or similar)
Slack
CRM & Marketing Automation Platform
Payroll & Financial Systems
Practice Management & Scheduling Systems
Dashboard & Reporting Tools
Microsoft Excel / Google Sheets
ChatGPT
Claude

Onboarding Plan (90 Days)

Phase 1: Business Immersion & Operational Assessment (Weeks 1–4)

During the first month, the team member will:

Complete company onboarding.
Receive access to all business systems and reporting tools.
Learn the organization's operating system and leadership cadence.
Review financial reporting, payroll, and revenue cycle processes.
Meet leadership, department managers, and virtual support teams.
Assess current marketing, operational, and technology systems.
Begin participating in leadership meetings.

Phase 2: Operational Ownership (Weeks 5–8)

The team member will begin taking ownership of:

Leadership operating cadence.
Company reporting.
Payroll and financial oversight.
Revenue cycle management.
Marketing execution support.
Systems implementation initiatives.
Cross-functional operational accountability.

Leadership coaching and regular performance reviews continue throughout this phase.

Phase 3: Strategic Leadership & Optimization (Weeks 9–12)

By the end of the onboarding period, the team member should independently manage:

Company-wide operations.
Financial oversight.
Leadership meetings.
KPI scorecards.
Revenue cycle performance.
AI and systems implementation.
Executive reporting.
Organizational process improvement.
Strategic operational planning.

Ongoing coaching and professional development continue through The Virtual HR Department™, focusing on leadership development, AI implementation, business optimization, and scalable operational excellence.

Work Environment

This is a fully remote position requiring a professional home office environment.

Candidates must have:

Dedicated, distraction-free workspace.
Reliable high-speed internet (minimum 100 Mbps download / 20 Mbps upload).
Backup internet connection (recommended).
Modern computer (minimum 16 GB RAM) capable of supporting multiple business systems simultaneously.
Dual monitors (strongly preferred).
Professional noise-canceling headset.
HD webcam.
Backup power solution (UPS or equivalent) recommended.
Availability aligned with U.S. business hours.

About the Company

Our client is a growing, multi-location physical therapy and sports performance organization operating several clinics alongside a performance training division.

The organization operates using a structured operating system designed to support scalable growth, operational accountability, and continuous improvement. As the business expands its patient volume, service offerings, and team across multiple locations, it is investing heavily in building the operational infrastructure needed to support long-term, sustainable growth.

The company currently operates with an on-site clinic management team, an external billing partner, and a virtual support team handling scheduling, patient intake, and insurance authorizations. To continue scaling successfully, the organization is seeking a senior operational leader who can oversee company-wide systems, financial performance, accountability, and strategic execution.

The organization values:

Operational Excellence
Accountability
Continuous Improvement
Systems Thinking
Innovation
Leadership
Collaboration

This role is designed for an experienced operational leader who enjoys building scalable systems, improving organizational performance, and helping leadership focus on strategic growth rather than day-to-day operations.

Virtual Operations Manager

Job Description