Remote Ops Lead — Approvals & Tooling

Crystal Equation Corporation; Menlo Park (CA); Hybrid; USD 94,000 - 101,000; Full time

Benefits offered by this job

Paid time off

Medical/dental/vision/life insurance

401K

Parental leave

Job summary

Crystal Equation is seeking an Operations Manager IV to remotely coordinate business operations, ensuring approvals stay on schedule, data accuracy is maintained, and leadership is kept informed. This role focuses on process, tooling rollout, and cross-functional collaboration across finance, legal, and engineering during a critical leave cover period.

You will lead testing of the new portfolio management platform, document workflows, and drive user adoption while reporting progress to senior

Qualifications

• 5+ years in business operations
• Demonstrated experience running a recurring, deadline-driven process with executive stakeholders
• Experience gathering requirements and partnering with engineering or product teams on internal tool implementation and UAT
• Strong written communication, including the ability to write concisely for senior leadership
• Analytical and organizational skills with high attention to detail while managing many parallel workstreams
• Proficiency with Google Workspace (Docs, Sheets, Slides) and project tracking tools
• Capacity to maintain confidentiality and handle highly sensitive information with discretion

Responsibilities

• Internal Approvals Facilitation (ATP / CA)
• Run the weekly approval cadence end to end: intake, materials prep, pre-read routing, tracking, and follow-through
• Quality-control approval decks and intake submissions against templates - distinguish legitimate gaps from missing information and chase down owners
• Maintain the approvals tracker as the source of truth: submission dates, return dates, actual approval dates, and links to decks and approval records
• Coordinate cross-functional team sign-offs (finance, space, legal, DEC, energy) and keep stakeholders aligned on SLAs
• Support preparation and logistics for live deal reviews, including deck assembly and post-meeting follow-up
• Maintain the approvals hub site, process documentation, workflow diagrams, and glossary
• Tooling Implementation & Testing Serve as business-side implementation and testing lead for the team's new portfolio management platform as it replaces legacy spreadsheets and trackers
• Define and test requirements for approval workflows, notifications, and phase-transition gates; log and triage feedback with the engineering team
• Validate data quality and field mapping; drive cleanup and migration of legacy records
• Support access control administration and routing of access requests
• Run user testing sessions, build testing scenarios, and capture structured feedback
• Leadership Communications Draft clear, concise updates and announcements for director and VP audiences, tailored to differing stakeholder preferences
• Prepare pre-reads, summaries, and status updates ahead of leadership reviews
• Maintain distribution lists and notification groups; ensure the right people get the right level of detail
• Reporting Maintain and improve dashboards and recurring reporting on approvals status, pipeline, and cycle time, including a 2-week and 30-day look-ahead
• Produce recurring operating reviews and ad hoc analyses for leadership
• Partner with data and analytics counterparts to align reporting on common sources of truth
• Process Improvement Document current-state workflows, surface gaps and bottlenecks (including the "limbo" states between formal steps), and propose scalable fixes
• Identify and implement automation opportunities to reduce manual effort in deck assembly, tracking, and notifications
• Build and maintain playbooks, templates, and standards so processes survive personnel changes
• Change Management Plan and execute rollout and adoption for process and tooling changes: comms plans, training sessions, office hours, and user guides
• Coordinate "train the trainer" enablement across teams
• Track adoption, gather feedback, and iterate

Job description

Crystal Equation is seeking an Operations Manager IV to remotely coordinate business operations, ensuring approvals stay on schedule, data accuracy is maintained, and leadership is kept informed. This role focuses on process, tooling rollout, and cross-functional collaboration across finance, legal, and engineering during a critical leave cover period.

You will lead testing of the new portfolio management platform, document workflows, and drive user adoption while reporting progress to senior