Operations & Systems Manager

Polar Environmental is a growing grease trap cleaning and used cooking oil (UCO) collection company serving restaurants and food service businesses across New Hampshire. We’re looking for an organized, detail-oriented Operations & Systems Manager to run the day-to-day back office: invoicing, customer scheduling, and maintenance of our systems, including our CRM and sales programs. This role will be largely remote and is a broad, hands-on role at the center of daily operations - there are many ways to add value here beyond the core duties, and we’re looking for someone who wants to grow the scope of the role over time, not just fill a fixed job description.

What You’ll Do

• Own day-to-day invoicing and billing using QuickBooks Online
• Schedule and dispatch driver routes based on customer service intervals (grease trap cleanings and UCO pickups)
• Track service due dates and time-window requirements to keep routes compliant and on schedule
• Coordinate daily route details directly with drivers
• Manage new customer sign-ups and maintain accurate account records
• Handle general office administration, vendor communication, and permit/paperwork support as needed
• Support broader marketing efforts - social media, website updates, promotional materials, and customer outreach campaigns

• 2+ years of experience in office management, operations, dispatch, or logistics coordination
• Proficiency with QuickBooks Online or similar accounting/invoicing software
• Strong organizational skills and comfort juggling multiple schedules and deadlines at once
• Tech-comfortable and familiar with AI based tools
• Clear, professional communication skills, both with customers and drivers
• A self-starter who takes ownership rather than waiting to be told what’s next
• Based in or close to New Hampshire, with the ability to be on-site periodically as needed

Nice to Have

• Familiarity with route optimization or dispatch software
• Marketing experience (social media, content, or campaign management)
• Software development or no-code/low-code tooling skills - a plus, not a requirement; there’s real opportunity to help build and improve internal tools as the role grows, * Software development: 1 year (Preferred)
• Office management: 2 years (Required)

Work Location: Hybrid remote in Merrimack, NH 03054

• Base salary: $60,000-$75,000/year, based on experience
• Performance-based bonus compensation
• Reimbursement of certain expenses
• Full-time, largely remote role - proximity to New Hampshire required for occasional in-person needs

Pay: $60,000.00 - $100,000.00 per year

Benefits:

• Professional development assistance