Operations Specialist

Role Overview

Operations Specialist / Senior Operations Associate will drive the development and execution of core operational systems across the organization. This role focuses on KPI tracking, operational reporting, process improvement, and project coordination.

Rather than purely administrative work, this position helps ensure that operational data is accurate, workflows are efficient, and key initiatives move forward across the organization. You will work closely with leadership to maintain operational visibility through dashboards and reports while helping improve processes and systems that support a growing multi-location team.

Key Responsibilities

KPI Tracking & Operational Reporting

• Own and maintain KPI dashboards and operational reporting systems

• Prepare and deliver weekly/monthly productivity, billing, and performance reports

• Ensure accuracy of operational and financial data through regular audits

• Monitor performance metrics and provide clear insights and visibility to leadership

Systems & Process Improvement

• Evaluate and improve workflows to increase efficiency and consistency

• Build and maintain operational systems, SOPs, and documentation

• Identify and implement automation opportunities across reporting and workflows

• Reduce manual processes through tools, integrations, and AI solutions

• Support implementation of structured operating frameworks (e.g., EOS)

Project Coordination & Execution

• Own tracking of operational initiatives and ensure timely execution

• Drive follow-through on tasks, deadlines, and deliverables across teams

• Maintain visibility into project status and escalate risks as needed

• Conduct research and provide clear, actionable summaries to leadership

• Support execution of key operational and growth-related projects

Financial & Administrative Operations

• Support financial tracking and reporting, including QuickBooks-related tasks as needed

• Monitor contract renewals, billing updates, and insurance follow-ups

• Maintain accurate and organized operational records and documentation

• Coordinate with vendors and support operational and facility-related needs

Communication & Operational Discipline

• Manage operational communications and ensure documentation is up to date

• Maintain calendars, meeting notes, and track action items to completion

• Participate in operational meetings and ensure follow-through on outcomes

• Proactively follow up with team members to ensure accountability

• Escalate issues and blockers in a timely manner

Required Qualifications

• 3+ years experience in operations, business operations, administration, or finance support

• Advanced Excel / Google Sheets skills (dashboards, formulas, reporting)

• Experience building or maintaining KPI dashboards and operational reports

• Experience with QuickBooks (transactions, cash flow, reporting)

• Experience using CRM platforms (HubSpot preferred) and Google Workspace

• Strong analytical and problem-solving skills

• Excellent organization and time management

• Strong written and verbal communication

• High attention to detail and accuracy

• Ability to manage multiple operational priorities simultaneously

• English proficiency C1 or higher

Preferred Qualifications

• Experience in healthcare, ABA therapy, or service-based organizations

• Experience in KPI-driven environments

• Experience with process improvement or operational systems

• Familiarity with insurance or healthcare billing

• Experience with marketing analytics or reporting

Why Join Abacus Therapies?

• Work in a mission-driven organization

• Opportunity to build and improve operational systems

• Direct collaboration with leadership and operations teams

• Exposure to strategy, data analysis, and operational growth initiatives

• A role where your work directly improves organizational efficiency

• Paid time off, holiday pay

• Healthy performance bonuses

About Abacus Therapies

Abacus Therapies makes a real impact in the lives of children with developmental differences. Our goal is to create a positive change in the lives of the families we serve.