BUSINESS OPERATIONS MANAGER

Nashville, TN (Hybrid - East Nashville)

About Us

Smart Reimbursement is a specialized healthcare reimbursement advisory firm serving some of the nation's leading hospital systems. We're a small, high-performing team that's been profitable since 2011 with near-total client retention. Our office is in a great building in East Nashville with community perks and a collaborative environment.

The Role

We're looking for a Business Operations Manager to run the day-to-day operational, administrative, and sales support functions of the company. This is a dedicated, long-term position - not a freelance engagement. You'll work directly with the founder, have real ownership of critical business functions, and be a core part of a small team.

We're flexible on structure. This role can be either part-time (25-30 hours per week) or full-time, depending on the right candidate's availability and life situation. Either way, the schedule is hybrid with flexibility built in.

What You'll Do

Operations and Finance

- Manage accounts receivable and accounts payable, including client invoicing, collections follow-up, and vendor payments

- Administer payroll through Gusto, including onboarding, benefits coordination, and payroll processing

- Track revenue, maintain financial dashboards, and support the CPA with bookkeeping and tax preparation materials

- Coordinate with external partners including accountants, attorneys, IT support, and insurance providers

Sales Support and Pipeline Management

- Manage the sales pipeline - track prospects, follow up on leads, and maintain status visibility on all active opportunities

- Schedule meetings with prospects on behalf of the founder, including coordinating calendars and sending invitations from the founder's email

- Prepare and polish client pitch decks and meeting materials ahead of sales calls

- Handle post-meeting follow-up, proposal tracking, and procurement coordination for new clients

- Client onboarding logistics - vendor registration forms, W-9s, insurance certificates, and related administrative requirements

Contracts and Client Administration

- Support contract management - tracking, coordinating execution, and managing the back-and-forth with client legal and finance teams

- Manage client renewals - tracking timelines, preparing renewal materials, and coordinating renewal communications

- Handle client-facing correspondence with a professional, polished tone

Internal Operations

- Manage the founder's work email and calendar, prioritizing communications and ensuring timely follow-up

- Maintain internal documentation - employee handbook, company policies, compliance records, and organized file management in Dropbox

- Handle light HR functions - PTO tracking, benefits administration, onboarding new team members

- Recruiting coordination - screening resumes, scheduling interviews, managing job postings, and supporting the hiring process

- Occasional travel booking and expense report processing

What We're Looking For

Required

- 3+ years of experience in business operations, office management, or business administration, including organization and tracking of various business metrics

- Hands-on experience with Gusto (strongly preferred), AP/AR, and basic financial operations

- Proficiency with Dropbox, Microsoft Outlook, and Excel, Powerpoint

- EXCEPTIONAL organizational skills and attention to detail

- Sound judgment and discretion - this role involves access to sensitive financial and business information, including company email and bank accounts

- Ability to work independently and solve problems without step-by-step instructions

- Professional written communication skills, particularly for client-facing correspondence

- Prior experience at a small company is a strong plus

Bonus

- Experience using AI tools like Claude or Replit to automate business processes and tasks, draft communications, and organize information.

- Experience with sales operations, basic CRM management, or pipeline tracking

- Experience in healthcare or professional services

- Familiarity with Asana or similar project management tools

This is a dedicated position, not a freelance role. We're looking for someone who will make SRI their primary professional commitment during working hours.

Compensation

If Part-Time (25-30 hours per week)

- $35 - $45 per hour depending on experience

- Discretionary annual performance bonus of up to 10%

- 401(k) eligible after meeting hour requirements, with 6% employer match

- Hybrid schedule with flexibility to structure hours around your life

If Full-Time

- $60,000 - $75,000 salary depending on experience

- Medical insurance: 100% company-paid employee coverage (Silver PPO BCBS)

- 401(k) with 6% employer match

- 160 hours of paid time off annually

- Discretionary annual performance bonus of up to 10%

- Hybrid schedule

Both

- Great office space in East Nashville with community perks

- Direct access to the founder - your work has real impact here

- Long-term role with a stable, profitable, growing company

Smart Reimbursement Inc.

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