Operations Manager for VA staffing Agency

About Us: We provide human virtual assistants to small businesses and entrepreneurs, helping them leverage their time to make more money with less work. We primarily focus our services on US-based businesses, with virtual assistants located offshore, mainly in the Philippines.
Job Summary: The Operations Manager will oversee the initial stages of client onboarding, ensuring a seamless transition from sales to service delivery. This role involves managing the entire client onboarding process, coordinating with virtual assistants, and ensuring the initial setup is smooth and efficient. The ideal candidate will have a strong background in operations management, solid recruiting experience, and customer success. They should also be proficient in managing billing and invoicing via Stripe, and experienced in using tools like Notion and ClickUp.

Key Responsibilities:
Client Onboarding:
Take over client relationships from the sales team after deposit collection.
Send personalized video messages to clients explaining next steps.
Conduct interviews with virtual assistant candidates and select the top 3 candidates for each client.
Set up client interviews with selected candidates.
Facilitate VA introduction calls and follow up to finalize hire and onboarding dates.
Send contracts and billing information to both clients and VAs.
Introduce clients to the Customer Success team.

Operational Oversight:
Ensure all onboarding documentation is complete and accurate.
Coordinate with the Customer Success team to ensure a smooth transition.
Utilize Notion and ClickUp to manage tasks, track progress, and maintain organized records.
Manage billing and invoicing via Stripe.

Recruitment and Training:
Source, interview, and recruit high-quality virtual assistant candidates.
Train virtual assistants on company standards and client expectations.
Present candidates to clients effectively, highlighting their strengths and fit for the role.

Qualifications:
Bachelor’s degree in Business Administration, Operations Management, or a related field.
Proven experience as COO, COS, or in a similar role within a virtual assistant staffing agency.
Strong recruiting and customer success experience.
Solid understanding of training methodologies and candidate presentation.
Strong organizational and multitasking skills.
Excellent communication and interpersonal skills.
Ability to lead and motivate a team.
Proficiency in using project management and communication tools, specifically Notion and ClickUp.
Experience managing billing and invoicing via Stripe.
Experience working with offshore teams is a plus.