We’re passively recruiting for this role and open to meeting great people. Feel free to submit your application if you’d like to be considered for an opening.
Position Overview
Vinnie Mac is a full-service marketing agency that helps home service and restoration contractors grow their businesses with proven digital marketing strategies. The Operations Manager is the operational backbone of Vinnie Mac, responsible for maintaining the systems, processes, and infrastructure that keep the company running smoothly. This role is execution and coordination-focused, supporting the Director of Operations in implementing company-wide operational standards and ensuring the team has the tools, documentation, and workflows they need to do their best work.
The Operations Manager functions as a resource and systems builder — someone the team can lean on for process guidance and tool support. The highest-value version of this role is one where teams feel equipped and supported, and where ops energy is invested in building and improving systems, staying curious about what could work better, and adapting as the company grows. We are also a team that embraces AI tools and expects this role to be an active participant in finding, learning, and implementing them.
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Key Responsibilities
Systems & Process Ownership
- Maintain, update, and improve company-wide SOPs and process documentation
- Identify gaps in existing workflows and bring recommended solutions to the Director of Operations
- Support the rollout of new tools, platforms, and operational changes including documentation, training materials, and adoption tracking
- Own the integrity of ClickUp as a project management tool including structure, templates, and standards including supporting teams in managing their own workflows independently
Operations Coordination
- Monitor overall operational health at a systems level including surfacing patterns, bottlenecks, or structural concerns
- Support onboarding and off-boarding of teammates and clients from an operational and systems perspective
- Serve as a resource for teammates and managers navigating tools, processes, or operational questions
- Facilitate cross-team coordination and logistics as needed and in support of active projects and initiatives
- Route concerns, escalations, or anything requiring broader context through the Director of Operations rather than acting unilaterally
Reporting & Visibility
- Track and maintain operational data as directed including overdue task trends, delivery rates, capacity inputs, and other metrics identified by the Director of Operations
- Prepare operational summaries and reports for leadership review
- Surface anomalies or concerns with relevant context and a recommended path forward
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What Success Looks Like
The Operations Manager is successful when:
- SOPs and process documentation are current, accessible, and actively used by the team
- Teams feel supported and equipped by ops and know where to go when they need help
- New tools and workflows roll out smoothly with clear documentation and training
- Concerns and escalations consistently move through the right channels
- The Director of Operations has a reliable execution partner
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Requirements
Experience & Skills
(required)
- 3+ years in an operations, project management, or agency coordination role
- Strong organizational skills and a process-oriented mindset
- Proficiency in ClickUp or similar project management tools — experience building or auditing a project management system from scratch is a strong plus
- Demonstrated ability to write clear, thorough process documentation, SOPs, and operational communications
- Tech-savvy with the ability and genuine interest in learning new platforms and staying current with industry changes
- Comfort using AI tools to improve workflows and systems, with a curiosity for continued experimentation and implementation
Communication & Facilitation
- Exceptional written communicator — your SOPs, task comments, and updates are clear, accurate, and useful to the people reading them
- Confident verbal communicator — you can run a meeting, facilitate a cross-team conversation, and represent ops clearly without needing backup
- Able to deliver information to different audiences, from a teammate with a process question to a leadership team expecting a summary
Soft Skills
- Collaborative and service-oriented — you support teams without inserting into their lane
- Self-directed and accountable — you run your department without needing to be managed closely
- Comfortable operating within a defined scope and bringing things up rather than acting outside it
- Calm and steady under pressure — ops problems rarely announce themselves and you handle them with clarity and confidence
- Genuinely curious and open to change — you take processes seriously without being precious about them, and you adapt when things shift because they will
Bonus Experience
- Prior experience in a marketing agency environment
- Familiarity with digital marketing services such as SEO, PPC, and website design
- Experience supporting a senior leadership or executive-level role in an ops or coordination capacity
- Familiarity with automations and how to use them to improve internal workflows
- Business or operations-related degree or certification
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Compensation & Benefits
- Salary based on experience + growth/performance-based increases
- Full-time (40 hrs/week), fully remote position
- 2 weeks paid vacation + paid US holidays + sick leave
- Bereavement / Parental Leave policies
- Flexible working hours with overlap during Central Time business hours
- Professional development, mentorship from manager
- Career growth potential as the company scales
About Vinnie Mac Restoration Marketing
We are a full-service digital marketing agency that specializes exclusively in helping damage restoration and home services contractors increase their sales and dominate their local markets. For a decade, we have been the go-to agency for restoration businesses looking to generate brand recognition and quality leads through SEO, PPC, reputation management, and website optimization.
We are a group of talented thinkers, dreamers, and doers who move the industry forward and provide our clients with impeccable service. Our core values: positive team player · integrity & accountability · results-focused · always resourceful · humbly confident.
