Job Description
Job Description
We are seeking a solutions-oriented, highly motivated Operations and Systems Manager who thrives at the intersection of technology, project management, and operational process design. This is not a passive systems admin role — we are looking for a true project manager and problem solver, someone who proactively learns how systems work, takes initiative to improve them, and partners with teams to drive better results through process optimization and automation.
This individual will own our internal business systems, ensure smooth onboarding/offboarding processes, maintain data structures, and develop metrics that help leadership make smarter decisions. They will collaborate closely across departments to make sure systems evolve in step with business needs.
This is a permanent, full-time role reporting to our Chief of Staff. This will be a hybrid role for candidates local to our office near Boston, MA with 2 days/week on site, so preference will be given to candidates based in or near Boston. However, all qualified candidates will be considered.
Key Responsibilities
Project Ownership & Process Optimization
- Lead cross-functional projects to streamline operations through smarter use of technology.
- Proactively identify process gaps and propose scalable, system-based solutions.
- Take ownership of project timelines, stakeholder communication, documentation, and follow-through.
- Be self-directed in learning new systems, exploring features, and proposing best-practice configurations.
Systems Administration & User Lifecycle
- Serve as the primary system administrator for key platforms (CRM, ERP, ticketing, billing, HRIS, etc.).
- Manage onboarding and offboarding of users, maintaining roles, permissions, and access control across platforms.
- Conduct regular audits and updates to ensure security, data integrity, and compliance.
Data Structure & Metric Design
- Define and maintain data architecture across systems to ensure consistency and usability.
- Collaborate with stakeholders to develop key metrics, dashboards, and KPIs that support real-time decision-making.
- Align data definitions and structures across departments to enable unified reporting.
Support, Troubleshooting & Documentation
- Act as the first point of contact for systems-related support needs across the organization.
- Troubleshoot issues, work with vendors when needed, and ensure prompt resolution.
- Maintain clear documentation of processes, configurations, and system logic.
Enablement & Cross-functional Collaboration
- Train and empower users to make the most of our systems.
- Translate technical concepts into accessible guidance for non-technical stakeholders.
- Collaborate with operations, finance, customer success, IT, and leadership to ensure systems meet evolving business needs.
Who You Are
- A project manager at heart: You take initiative, define goals, build timelines, and drive results.
- A problem solver and critical thinker: You don't wait for direction — you uncover root issues and design thoughtful solutions.
- A self-driven learner: You enjoy digging into platforms, figuring out how things work, and turning that knowledge into action.
- A systems thinker: You see how data, process, and configuration interconnect and always seek ways to improve efficiency and clarity.
Required Qualifications
- 5+ years of experience in systems administration, business operations, or process/project management.
- Proven experience with tools like Salesforce, HubSpot, NetSuite, Zendesk, or similar.
- Experience leading systems-related projects or process rollouts across multiple teams.
- Understanding of system architecture, data modeling, integrations, and cross-platform workflows.
- Familiarity with reporting/visualization tools (e.g., Looker, Tableau, Power BI) and automation platforms (e.g., Zapier, Workato).
Preferred Qualifications
- Experience working in a fast-paced startup or scaling environment.
- Exposure to compliance frameworks (SOC2, HIPAA, GDPR).
- Background in RevOps, IT Ops, or business systems architecture.
Why Join Us?
This is a high-impact role at the core of how we operate. You will have the freedom to experiment, the responsibility to lead change, and the support to build scalable systems that make a real difference. If you love solving operational puzzles and using technology to drive business excellence, we want to meet you.
- The opportunity to work in a fast-growing industry, with a leading company in virtual reality for healthcare.
- A culture of innovation, with constant opportunities to build and shape new products and processes.
- A diverse and global environment with professional growth and personal development opportunities.
- A supportive and collaborative team culture, with company-wide events and team-building activities.
- Benefits including PTO, health insurance, paid parental leave, 401k plan, and more.
XRHealth is an equal opportunity employer. We value diversity and are committed to creating an inclusive environment for all employees. All qualified applicants will be considered for employment without regard to gender, age, nationality, ethnic origin, religion, sexual orientation, disability, or any other characteristic protected by law.
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