CURRENT OPENING: Operations Coordinator
* This is a full-time position, serving a 90 day W-2 probationary period and, for the ideal-fitting candidate, transitioning to a permanent W-2 employee. *
Job Description
We’re Semi-Retired MD!
We teach and inspire physicians and high-income professionals to achieve financial freedom through real estate investing. Semi-Retired MD is seeking a proactive Operations Coordinator who is resourceful, organized, trustworthy, and a forward-thinking “A” player to join our growing team and who will help us achieve our massive company goals. Our culture and values are paramount to our organization.
Read on to see if you align with our culture, if you can produce the results we need and if you have the skills we require.
Our Culture and Values!
Our organizational values are the backbone of everything we offer at Semi-Retired MD. Our culture is one of continuous improvement, growth, innovation, and helping others. We create raving-fan clients! Our values are listed below:
- Have a Growth Mindset: Constantly innovate and improve and grow as a human being and as a member of the SRMD team.
- Take Ownership: Be internally motivated to produce the highest quality work possible, moving SRMD closer to our shared goals.
- Focus on Service to others First: Lead yourself (and make decisions) from a place of caring for our students, our team, and our company first, ego last.
- Be Solution Oriented: recognize the reality of the situation and quickly pivots to finding a solution to the problem and then executing on it.
Key Role(s) of the Operations Coordinator:
- Project Manager for Be., Umbria, FFC, and SRMD events
- LMA (Lead, Manage, and Accountability) for systems, processes, and day-to-day organization and execution of projects
- Assistant to Head of Business
- LMA of content creation and support
- LMA for Kajabi funnels, website, and emails
Key Outcomes of the Operations Coordinator:
CONFERENCE/EVENTS:
- Vendor Management: Vendors are thoroughly researched and coordinated to ensure seamless conference execution, achieving a 100% error-free setup, an eye to being below budget with the highest quality service for the cost.
- Sponsor Onboarding and Management: The onboarding process for sponsors is well-organized and communicated to all departments within SRMD, with frequent guidance and communication with the sponsor. Overall sponsor NPS score above 70.
- Conference App Setup and Management: The online app for the conference is set up and managed to be user-friendly and informative, with participant NPS scores above 70.
- Hotel Coordination: Hotel logistics are meticulously planned and outlined, ensuring seamless delivery without errors, maximizing show flow, and achieving NPS scores above 70 for the overall conference experience.
- Email Management: All emails from conference attendees are answered within 24 hours.
OPERATIONAL SUPPORT:
- Virtual Assistant Support: Coached team members are A players who achieve outcomes (>3 on average with culture and performance scores), complete quarterly priorities (>¾ completed each quarter).
- Operational Efficiency: Operations for all companies are run smoothly with minimal oversight and errors, adhering to the EOS and RACI framework and utilizing Monday.com, achieving a 95% operational efficiency rate with Shyloh as a thought partner, not directly assisting in day-to-day operational tasks.
- Kajabi Program and Email Management: Kajabi platform is managed with all courses, funnels, emails, and web page updates completed with 95% accuracy and on time.
- Lead Magnet Creation: Lead magnets in Canva are created with 100% adherence to the company’s brand guide and a lead conversion rate of 20% or higher.
- Calendar Management: Calendars are efficiently managed, and appointments are made with 100% accuracy and promptness (within 12 business hours of request).
- Content Creation Support: Copy for emails, social media, and other marketing materials is written, ensuring consistency in messaging and alignment with the company’s brand and goals, with a content approval rate of 95% or higher.
- Process and Procedure Development: All processes and SOPs under your control are developed and documented, achieving 100% standardization across each company.
- Innovation and CANI: Continuously and Actively work on Improving (CANI) processes and systems under direct control, with at least 3 documented innovations or improvements implemented each quarter.
- Confidentiality and Professionalism: Maintain and demonstrate an example of confidentiality and professionalism at all times, with zero breaches of confidentiality and consistent positive feedback on professional conduct and being a team player.
- Leadership Relief: Day-to-day management of current rental properties is handled efficiently, relieving Umbria leadership to focus on growing the portfolio, achieving a 95% leadership satisfaction rate.
- KPIs Reporting: KPIs for the real estate portfolio are organized and reported monthly, with actionable suggestions for interventions based on trends and relationships.
- Property Manager and Vendor Communication: Maintain organized, proactive, and frequent communication with property managers and vendors, ensuring on-time and on-budget completion of 90% of projects, with a focus on reducing costs and time.
- Bookkeeping Oversight: Oversee bookkeeper and VA staff to produce organized, timely, error-free, and accurate real estate expense tracking and books for taxes by the deadline each year.
Who We Are Looking For:
PROACTIVE OPERATIONS MANAGEMENT: You are dedicated to enhancing the efficiency and effectiveness of all business operations. You proactively identify potential issues and opportunities, planning and executing solutions before they arise. You take pride in optimizing workflows and processes, ensuring smooth and efficient project execution. You excel at anticipating the needs of the team and the organization, making strategic decisions that support overall business goals.
FLEXIBILITY AND EXECUTION: You thrive in a dynamic, entrepreneurial environment where priorities can shift rapidly. You are energized by managing multiple projects and responsibilities simultaneously, adapting quickly to new challenges. You have a strong focus on efficient execution and consistently deliver high-quality results. You set high standards for yourself and ensure that all tasks and projects are completed to the highest level of excellence.
ORGANIZATIONAL EXCELLENCE: You have a passion for organizing and streamlining operations. You excel at creating clear, efficient processes and structures that enhance productivity and clarity. You are detail-oriented, ensuring that no steps are overlooked and that all elements are in their proper place. You derive satisfaction from seeing operations run smoothly and effectively.
PROFESSIONAL COMMUNICATION: You are adept at working with diverse teams and personalities in a fast-paced environment. Your communication skills are strong and adaptable, allowing you to manage schedules, professional interactions, and operational procedures seamlessly. You ensure that team operations are coordinated and efficient, fostering a collaborative and productive work environment.
Armed with flexibility, critical thinking skills, and a solutions-focused approach, you expertly navigate multiple responsibilities, maintaining a high degree of professionalism and confidentiality. You ensure that the operational aspects of the organization are always in impeccable order, supporting the overall success of the business.
* This is a full-time position, in 90 day increments as an independent contractor and, for the ideal-fitting candidate, transitioning to a W-2 employee. *
Thinking this gig is tailor-made for you? Read on to learn more.
Core Competencies:
Proactivity and Strategic Oversight
- You excel at seeing the big picture and proactively addressing upcoming operational needs.
- You identify potential obstacles and develop strategies to mitigate them before they arise, ensuring smooth project execution.
Reliability
- You consistently follow through on verbal and written commitments.
- You take pride in delivering high-quality work and ensuring that tasks and projects are completed accurately and efficiently.
- You take ownership of projects, ensuring they are completed without errors and to the highest standard.
Flexibility
- You adapt quickly to changing priorities and conditions, effectively managing complexity and change.
- You work well with a diverse range of personalities, maintaining productivity and collaboration in dynamic environments.
Honesty and Integrity
- You maintain a high level of integrity and discretion in handling confidential information, ensuring trust and confidence are upheld.
- You adhere to ethical standards and do not cut corners, consistently earning the trust of your colleagues and stakeholders.
Organizational Excellence and Planning
- You have a strong ability to multi-task and prioritize work ruthlessly, ensuring that the most critical tasks are completed first.
- You plan, organize, schedule, and budget in an efficient and productive manner, focusing on key priorities to achieve operational goals.
- Desired Start Date: July - August 2024
- Hours: Full-Time
- Job Type: W-2 employee with 90 day probationary period
- Job Location: United States (remote, CST or EST)
- Travel: Occasionally (employee trainings and retreats once or twice per year)
- Reason for Opening: New Position
- Pay: $65,000 per year
- Our hiring process includes three rounds of interviews
* This is a full-time position, serving a 90 day W-2 probationary period and, for the ideal-fitting candidate, transitioning to a permanent W-2 employee. *
Semi-Retired MD is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to age, ancestry, color, family or medical care leave, gender identity or expression, genetic information, marital status, medical condition, national origin, physical or mental disability, political affiliation, protected veteran status, race, religion, sex (including pregnancy), sexual orientation, or any other characteristic protected by applicable laws, regulations and ordinances. We also consider qualified applicants regardless of criminal histories, consistent with legal requirements.
Job Type: Full-time
Pay: $65,000.00 per year
Benefits:
- Flexible schedule
- Paid time off
- Professional development assistance
Schedule:
- 8 hour shift
- Monday to Friday
Work Location: Remote
