Senior Operations Manager

Precision OT Network; United States; Remote; CAD 120,000 - 150,000; Full time

Job summary

Precision OT Network is seeking a Senior Operations Manager to own the operational lifecycle of client files from referral to completion. This hands-on, remote role will drive process improvements, coordinate clinicians and logistics, and ensure timely, accurate outcomes across the organization.

You will build scalable systems, SOPs, and automation to support fast growth while maintaining exceptional quality and confidentiality in a remote-first environment.

Qualifications

• 5+ years in a senior admin/ops or related role.
• Excellent organizational and time-management skills.
• Ability to manage multiple deadlines and stakeholders.
• Comfort in a fast-paced startup with evolving priorities.
• Strong judgement and independent problem-solving.
• Experience handling confidential information.
• Curiosity about AI/automation to improve workflows.

Responsibilities

• Own the operational lifecycle of client files from referral through completion.
• Coordinate referrals, intake, scheduling, and quotes.
• Lead clinician coordination, forms, and pre-assessment readiness.
• Track deadlines and follow up with clients and contributors.
• Oversee invoicing, payments, and insurance workflows.
• Maintain SOPs, data accuracy, and system updates.
• Identify opportunities to simplify and automate workflows.
• Provide frontline operational support and resolve issues.

Skills

5+ years exp

Detail-oriented

Organizational skills

Prioritization

Startup experience

Problem solving

Accountability

Education

Business/Healthcare Admin

Tools

Notion

Google Workspace

Practice-management software

Automation/AI tools

Job description

Precision OT Network is a growing occupational therapy company providing functional assessments and clinical evidence across Canada and the U.S.

We’re at an exciting stage of growth and are looking for an exceptional Senior Operations Manager to become the operational backbone of the company.

This is a hands-on role in a fast-moving startup where priorities evolve, systems are still being built, and you’ll have meaningful ownership over how the work gets done. You’ll personally run key day-to-day operations while helping us build better systems, processes and technology as we grow.

You’ll work closely with a smart, collaborative and kind leadership team that cares about excellent work, thoughtful problem-solving, continuous improvement and helping talented people grow.

Note: This role is fully remote. We are open to applicants worldwide.

What You’ll Do

You’ll own the operational lifecycle of client files from referral through completion, including:

• Managing referral intake, file setup, records, quotes and scheduling
• Coordinating clinicians, assessment logistics, forms and pre-assessment readiness
• Tracking deadlines and proactively following up with clients, clinicians and other contributors
• Managing post-assessment workflows, including copy editing, final report preparation, secure submission and file close-out
• Coordinating invoicing, payment follow-up and applicable insurance workflows
• Acting as the first point of contact for routine operational questions and unexpected file issues
• Maintaining accurate information across our systems and keeping SOPs and workflows current
• Identifying opportunities to simplify, standardize and automate how we work

You’ll have significant autonomy to solve problems and improve the systems you use every day.

Who We’re Looking For

Above all, we’re looking for someone with exceptionally high standards, outstanding organizational skills and extraordinary attention to detail.

You’re the kind of person who notices the inconsistency others miss, follows something through until it is truly finished, and takes personal pride in the quality of your work.

You likely have

• 5+ years of experience in a high-responsibility administrative, coordination, management or similar role
• Exceptional attention to detail and very high expectations for your own work
• Excellent organization and prioritization skills
• The ability to manage many deadlines, stakeholders and competing priorities at once
• Comfort working in a fast-paced startup environment where priorities and processes evolve
• Strong judgment and confidence solving problems independently
• Strong follow-through and comfort holding others accountable to deadlines
• A track record of creating structure and improving how work gets done
• Excellent discretion when handling confidential and sensitive information
• Curiosity about technology and genuine excitement about learning how AI and automation can improve work

Relevant backgrounds might include senior executive assistance, legal administration, healthcare or practice management, office management, project coordination/management, or other roles requiring significant ownership and precision.

Education or training in Business Administration, Management, Healthcare Administration, Office Administration, Project Management, Legal Administration or a related field is an asset.

We are building a technology-enabled company and want someone who is excited to learn and experiment with better ways of working.

You should enjoy learning new software, working across digital systems, and figuring out how tools such as AI and automation can reduce repetitive work and improve quality.

Experience with Notion, Google Workspace, practice-management software, automation tools or AI tools is an asset.

This role will initially be very close to the day-to-day work so you can deeply understand how the business operates.

As Precision OT Network grows, there is significant opportunity to help build and eventually lead a broader operations team.

We want someone excited to run the operation today and help build the operation we’ll need tomorrow.