Are you an operations manager or office manager looking for a new challenge? Do you aspire to grow into a COO one day?
If you don’t know what a COO is, we appreciate your interest but you can stop reading now.
First, a few questions...
Are you resourceful and detailed-oriented?
Do you want to be part of a hardworking team with a big vision?
Are you a self-starter and outcome-oriented?
Do you love accountability, driving process, tracking progress, and making big things happen in small, incremental ways?
Do you love watching from the back of the stage, knowing that the show was able to go on because of all your behind-the-scenes work?
Do you identify as Type A and if things become complicated (ie: learning new programs and platforms) you are the one that’s determined to find the solution?
We’re Megan and Jordan, and we run Shift Collab, an integrated wellness company. Our team is on a mission to make mental wellness simple, relatable, and actionable. In the stale mental health industry, we have developed a different approach to therapy, workshops, and courses. We prioritize connection, creativity, and being solution-focused in all areas of our work.
Our approach attracts ambitious leaders who are striving for excellence — at work, at home, and within themselves.
Since 2016, we have grown from a small therapy practice to a team of over 30 dedicated mental health professionals. We are now proud to be the preferred provider of therapy and mental health education to top companies, insurance groups, campuses, and leaders across Canada.
We are looking for a full-time Operations Manager for our downtown Toronto office who has aspirations to organize the heck out of a growing, dynamic, multifaceted company.
One of our key priorities for 2018 and 2019 is to run like clockwork. And to accomplish that, we are looking for someone that can embrace that mindset while being the administrative backbone of our company.
The Operations Manager is the nucleus of our business. You will be held responsible for how well things get done on a day-to-day, month-to-month, quarter-to-quarter basis.
That means this is not a part-time gig.
It’s not a consulting contract.
And it’s not an opportunity for you to learn how to start and grow your own business.
The core responsibilities of the role include:
Manage the clinical schedule to ensure that our therapists are as busy as possible;
Greet clients and visitors warmly by upholding the highest customer service standards and care for client needs;
Maintain accounts payable, accounts receivable, receipt reconciliation, expense management, and reimbursements;
Ensuring that SOPs (Standard Operating Procedure) are followed and deadlines are met by each team member;
Maintain and compile detailed reports related to finances, business analytics, office utilization;
Demonstrates desired behaviors for staff including driving sales, handling difficult and/or complicated issues, inventory management, and consistent follow-up with clients;
Coordinate the details and scheduling of meetings, trainings, workshops and other sessions with staff, partners and clients maximizing clinic utilization;
Coordinate travel and logistics to support meetings, trainings and workshops;
Keyholding and overseeing clinical opening, closing and cleaning procedures;
Communicate with clients and partners over calls, reply to emails, and and converse over live chat with clients in a personable, thoughtful manner;
Maintain and continuously building company culture by coming up with creative initiatives and partnering with various members of the company - monthly and company wide celebrations and events;
Participating in the onboarding of new employees;
Some knowledge of internet marketing and utilizing tech platforms like Buffer, Zoom, etc.;
Take the lead/initiative on managing special projects that promote Shift's organization flow and culture;
Have a positive, upbeat attitude and enthusiasm to learn;
Explain our vision and mission in a non-salesy, relatable and genuine way.
THIS JOB IS FOR YOU IF…
You loooove the little details in everything;
You get a ton of satisfaction from managing payroll, scheduling, ordering things, organizing meetings;
You have experience in Office Management and thrive in the role;
You adore daily/weekly/monthly repeating tasks and processes… and refining them to make them a little more efficient each time;
You appreciate that we have high expectations for ourselves and our team;
You can handle stress and tight deadlines;
Can juggle lots of moving pieces while staying collected;
THIS JOB IS NOT FOR YOU IF…
You don’t get extremely excited about to-do lists, organized spreadsheets, and a perfectly refined Google Calendar;
You see this as a stepping stone to becoming a therapist of counsellor;
You don’t see yourself as someone who wants to be a COO in the future;
You need a ton of variety everyday to keep you happy and focused;
You do not have demonstrated experience with office management and customer service.
You prefer to be forward facing in a business
You get lonely when you are working on your own without people around
Those looking for a “side job” while growing their own business, then this isn’t for you.
THE COMPENSATION AND PERKS
This job offers a competitive hourly wage and a clinic work environment with potential for some work from home tasks. Hours may vary so weekend and evening availability is important. We offer supportive work environment, peer mentorship, a beautiful space, and be part of a larger team with a big vision. We regularly have team-building events and social outings, and pride ourselves on connection.
THE HIRING PROCESS
If you believe this is the opportunity you’ve been waiting for, please do the following:
Research us, pause to think, and reflect on why you want this role.
Film a short video of 2 minutes or so that introduces yourself to us. (Selfie-style on your phone is fine). Tell us what motivates you, what frustrates you, and why you think you might be great for this role. Upload this video to YouTube.
Put that YouTube link into a short but thoughtful cover letter.
And include an up-to-date recent resume, too.
Submit all of these to firstname.lastname@example.org later than September 18, 2018
We are strongly committed to diversity within our community and especially welcome applications from visible minority group members, women, Indigenous persons, persons with disabilities, members of sexual minority groups, and others who may contribute to the further diversification of ideas.
As you can understand, only selected candidates will be contacted. Thank you for your interest.