Operations Manager Patch

Job description

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Link to apply listed at the bottom of this Job Description.

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WHO WE ARE

Patch is a fast-growing startup that helps healthcare clinics scale through done-for-you digital marketing and HubSpot CRM implementation.

Founded by providers with successful exits, we bring industry expertise and operational excellence to clients who want time freedom and financial stability.

We’re building something special - and we’re looking for gritty, driven team members to help us do it.

Our goal is to elevate/ revolutionize the marketing & sales processes for small cash based, hybrid medical practices.

When we succeed as their fractional marketing & sales partner, we get our clients closer to financial freedom & time freedom from the areas of their business that are needed but fall outside of their expertise.

Core Values

• Extreme Ownership
• Curious Expertise
• Clear Over Clever

From documentation to client messaging, clarity is the difference maker at Patch.

We value simplicity, directness, and explaining things in ways clients actually understand.

If our culture and mission does not resonate with you, please do not apply.

Job Description

The Patch team is looking for a technically capable, operationally minded Operations Manager to manage and maintain the systems that power our business while we scale into our AI-enabled future.

This role exists because our systems are the backbone of everything we do—from client delivery to reporting, automation, and data management.

As we scale, maintaining system reliability while accelerating AI adoption is critical to our success.

The application code word is EMPOWER.

The Operations Manager ensures our systems run smoothly day-to-day, supporting internal teams and resolving issues quickly.

You'll own system uptime, workflow performance, and documentation while partnering closely with the Head of Operations to strengthen our automation layer and operational efficiency.

You'll be managing the technical systems and workflows that enable everyone else to do their best work.

You'll be the first point of contact when something breaks, the person who makes sure nothing breaks in the first place, and increasingly, the person who implements AI-powered solutions that eliminate entire categories of manual work.

What Makes This Role Unique

You're joining at an inflection point.

Our Head of Operations is shifting focus from maintaining existing systems to building the next generation of AI-enabled infrastructure.

That creates a critical gap: someone needs to own the day-to-day reliability of our current systems while also helping implement the AI workflows that will transform how we operate.

That someone is you.

You’ll work in the intersection of technical execution and operational thinking—debugging Zapier workflows one moment, designing GPT-based automations the next, all while thinking systemically about how to eliminate recurring issues rather than just fixing them.

Ideal Candidate

• Loves making things run smoothly
• Gets genuinely excited about AI and automation as transformation tools
• Prefers hands‑on technical work over managing people
• Thinks in systems and sees patterns others miss
• Finds satisfaction in being the reliable person teams depend on
• Wants to build expertise in the emerging field of AI operations

This is a remote, full-time W2 position.

Given the technical nature of this role, we host a thorough 3‑part application process.

Responsibilities

System & Workflow Management

• Manage daily performance of Patch’s internal systems: HubSpot, Monday.com, Make, Zapier, n8n
• Monitor automations, integrations, and data pipelines to ensure accuracy and reliability
• Identify and resolve workflow issues quickly—escalating architecture-level challenges to Head of Operations
• Maintain thorough documentation of workflows, triggers, dependencies, and fixes
• Manage QA, testing, and deployment of system updates and new automations
• Proactively monitor for potential issues before they impact teams
• Maintain a recurring issues log and systematically eliminate root causes

Operational Support & Troubleshooting

• Act as first line of support for system or workflow issues across all teams
• Triage, prioritize, and resolve internal requests efficiently with 48‑hour average response time
• Track all requests, document solutions, and communicate status clearly
• Identify recurring pain points and build long‑term fixes through automation or process improvements
• Create Tella videos documenting common fixes for team self‑service
• Escalate complex technical issues to Head of Operations with clear context and diagnostic information

AI & Automation Implementation

• Build, maintain, and optimize GPT‑based workflows and API automations using n8n, Make, or custom connectors
• Implement AI agents to streamline internal processes (automating QA, triaging support requests, summarizing reports)
• Partner with Head of Operations to design, test, and roll out new agentic workflows that enhance scalability
• Make basic JSON and webhook adjustments to connect systems and optimize data flow
• Stay current on emerging AI platforms, APIs, and automation best practices
• Bring forward ideas that move Patch closer to an autonomous operational model
• Assist with AI agent QA and performance tracking

Documentation & Continuous Improvement

• Maintain workflow documentation, Zap lists, automation maps, and quick reference guides
• Document all fixes and optimizations for knowledge base
• Perform QA for workflow updates before rolling to production
• Update documentation quarterly or whenever significant changes occur
• Identify opportunities to integrate AI into existing workflows
• Collaborate with Head of Operations on infrastructure improvements that enhance system stability

Requirements (Expected Proficiencies)

Technical Requirements

• Proven experience with n8n, Make, Zapier, and similar tools; able to debug complex multi‑step workflows
• SQL literacy in querying/managing data (Supabase + pgvector, Postgres)
• Experience building GPT‑based workflows and API automations (e.g., MCPs or similar frameworks)
• Proficient in HubSpot CRM (workflows, properties, lists, reporting)
• Familiar with Monday.com or similar PM tools (board setup, automations, dependencies)
• Understanding of webhooks, JSON, and API connections
• Skilled at troubleshooting integrations and ensuring smooth data flows across systems

Core Competencies

• Systems Thinking: You fix root causes, not just symptoms
• Proactive Problem‑Solving: You prevent issues before they surface
• Technical Troubleshooting: You diagnose, test, and resolve efficiently
• Clear Communication: You translate technical issues for non‑technical teams
• Self‑Direction: You manage priorities and upscale when needed
• Quality Orientation: Your work is accurate, documented, and dependable
• Continuous Learning: You stay current with AI and automation tools

Soft Skills

• Highly organized and detail‑oriented — you catch what others miss
• Proactive and calm under pressure — you prevent and resolve issues smoothly
• Collaborative yet independent — you work well across teams without constant oversight
• Curious and accountable — you test, learn, and follow through reliably
• Comfortable with ambiguity — you adapt quickly in evolving systems

Mindset & Cultural Fit

• Excited by AI as a transformational tool, not just a trend
• Thrive in fast‑paced, high‑accountability environments
• Motivated by being the go‑to problem solver
• Prefer hands‑on technical work over management
• Energized by creating smooth, efficient workflows
• Treat documentation as essential
• Eager to grow into an AI Operator, managing automation infrastructure end‑to‑end

Compensation & Benefits

• Salary Range: $75,000 – $85,000 (commensurate with experience)
• Employment Type: Full‑time, W2 role (U.S.-based applicants only)
• Paid Time Off: Generous PTO policy with no accrual cap
• Observed Company Holidays: New Year’s Day, President's Day, Memorial Day, July 4th, Labor Day, Indigenous Peoples’ Day, Thanksgiving & Black Friday, Christmas Day & Boxing Day

Professional Growth & Culture

• Ongoing Development: This role includes access to an external Operations leadership program with mentorship, peer community, and live coaching.
  
  
• Leadership Path: Significant opportunity to grow into a senior leadership role with dedicated support, coaching, and stretch projects.
  
  
• Culture: Work with a high‑performance, no‑fluff team where ideas are valued, systems matter, and ingenuity is celebrated.
  
  
• Remote First: We are a fully remote team, with a strong async‑first culture that empowers autonomy and deep work.
  
  

How to Apply

If you are interested in this position, please submit an application at the following link.

Our team will review your application and get back to you shortly.

We look forward to hearing from you!

Disclaimer

Spyglass Ops is an authorized representative of Patch.

We are an Operations Hiring Agency, working on behalf of startup businesses to find and hire Operations Positions.

All of our roles are full‑time, salaried, leadership positions within growing businesses.

We also filter the businesses we work with, to ensure they provide long‑term positions, growth opportunities, and a strong working environment/culture.

Our company qualifies and interviews candidates, then connects finalists with our clients for final interviews and job offers.

Required Skill Profession

Operaciones Y Administración De Empresas