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
