Operations Manager (Virtual)

Virtual Hospitality Services (VHS) is a concierge-style virtual assistant company that provides high-level operational support to businesses while also offering personalized lifestyle concierge services to private clients.

What makes VHS different is our unique blend of business operations and lifestyle concierge support. One day you may be helping a chiropractic practice streamline operations, and the next you may be coordinating travel, managing logistics, or assisting with projects for a lifestyle concierge client.

We are looking for someone who genuinely enjoys helping people, solving problems, and creating order behind the scenes. This is an opportunity for someone who thrives in a fast-paced environment, takes initiative, and enjoys making a meaningful impact.

As our company continues to grow, there will be opportunities to expand into leadership, help develop systems and processes, and support the continued growth of both our business operations and lifestyle concierge divisions.

Client Operations:

• Manage client email inboxes
• Calendar management and scheduling
• Professional client communication
• Phone coverage and message management
• CRM updates and organization
• Billing and invoicing support
• Insurance follow-up and administrative assistance
• Documentation and record management
• Assist with creating and maintaining Standard Operating Procedures (SOPs)

Business Operations:

• Keep projects organized and moving forward
• Prioritize daily tasks and deadlines
• Follow up on outstanding action items
• Manage workflows and internal processes
• Help identify and improve business systems
• Assist with onboarding and training future team members
• Create organization as the company continues to grow

Marketing Support:

• Schedule social media content
• Format blog posts
• Update website content
• Assist with newsletters and email marketing
• Create or edit simple Canva graphics (preferred but not required), If you enjoy creating systems, supporting clients at a high level, and being an essential part of a growing company, we’d love to hear from you.

• 3+ years of administrative, executive assistant, operations, or project management experience
• Excellent written and verbal communication skills
• Professional and friendly phone presence
• Exceptional organizational skills
• Strong attention to detail
• Ability to prioritize tasks independently
• Comfortable learning new software and technology
• Experience using project management platforms
• Comfortable working remotely with minimal supervision
• Strong problem solving skills
• Tech-savvy and resourceful

Preferred:

• Healthcare administration experience
• Executive Assistant experience
• Insurance billing or medical office experience
• Virtual Assistant experience
• Jane App experience
• CRM management
• Social media management
• Process improvement experience
• Canva experience

Who We’re Looking For:

We’re not just looking for an assistant, we’re looking for someone who thinks like an owner.

Someone who notices problems before they become problems.

Someone who enjoys bringing order to chaos.

Someone who takes initiative, communicates proactively, and follows through.

• Flexible remote work
• Opportunity to grow into a leadership role
• Variety in your day, no two days are exactly alike
• Work with entrepreneurs and healthcare professionals across the country
• Help shape the future of a growing concierge business
• Be part of a company that values professionalism, initiative, kindness, and exceptional client service

Pay: $25.00 per hour

Application Question(s):

• In 250 words or less, tell us about a time you identified a problem before anyone else noticed it and what you did to solve it.