Operations Specialist

Dallas, TX (preferred) | Hybrid (Bishop Arts preferred) | Full-time
Reports to: Chief Technical Officer

Why this role exists

Our client is an AI-powered healthcare technology company helping hospitals identify purchased-services overcharges before payment. The platform analyzes complex contracts and invoices to surface defensible, line-level findings and recommendations for accounts-payable teams - helping health systems catch costly discrepancies before dollars go out the door. The company is expanding its customer base and evolving its product from an early-stage MVP into a reliable, scalable enterprise platform.

About the Role:

This role is designed for someone who enjoys bringing structure to busy environments and making sure the operational details behind the business are handled well, and ensuring important tasks and follow-ups are completed, maintaining accurate information, and supporting teams in moving work forward.

The Operations Specialist will work across teams to coordinate assigned workflows, maintain trackers and documentation, support reporting, follow up on deliverables, and assist with operational projects. This is a hands-on role for someone who is organized, proactive, detail-oriented, and comfortable managing multiple priorities.

The ideal candidate does not need to have all the answers. They need to be dependable, resourceful, willing to learn, and capable of taking ownership of their responsibilities.

What you'll own

Coordinate operational activities, priorities, deadlines, and follow-ups
Maintain accurate trackers, reports, dashboards, and operational documentation
Support KPI tracking and recurring operational reporting
Coordinate cross-functional workflows and ensure assigned deliverables stay on track
Identify operational gaps, delays, and process inefficiencies and escalate or address them appropriately
Maintain and improve operational processes, workflows, and SOPs
Support cross-functional projects and special initiatives assigned by leadership
Conduct research and assist with reports, presentations, analysis, and internal communications
Ensure important information, action items, and commitments are properly tracked and followed through
Contribute to process improvements that increase efficiency and operational reliability

What Success Looks Like (First 90 Days)

First 30 Days

Develop a working understanding of the company's business model, product, customers, teams, and operations
Build relationships with key stakeholders
Learn the company's systems, tools, workflows, and reporting processes
Understand assigned responsibilities and recurring operational activities
Gain visibility into current priorities, deadlines, and outstanding action items
Begin maintaining assigned trackers, documentation, and operational records

By 60 Days

Independently manage core assigned operational responsibilities
Maintain accurate trackers, reports, and documentation
Demonstrate reliable follow-up across assigned tasks and workstreams
Support recurring operational reporting and KPI tracking
Identify operational gaps or process inefficiencies and raise them proactively
Successfully coordinate assigned cross-functional activities
Demonstrate consistent execution across multiple priorities

By 90 Days

Reliably manage core operational workflows with limited supervision
Maintain accurate and timely operational reporting within their scope
Demonstrate strong follow-through on tasks, deadlines, and action items
Successfully support cross-functional projects and operational initiatives
Implement practical process improvements within assigned areas
Become a dependable operational resource for leadership and team members
Demonstrate the ability to identify issues early, take appropriate action, and escalate when necessary

The profile that tends to win here

You are highly organized and naturally keep track of details, deadlines, and follow-ups
You are proactive and notice when something needs attention
You take ownership of your responsibilities and follow through
You are comfortable managing multiple priorities at the same time
You communicate clearly and keep stakeholders informed
You enjoy creating structure and improving how work gets done
You are comfortable working in a fast-moving startup environment
You are detail-oriented without losing sight of the broader objective
You are resourceful and willing to figure things out
You know when to solve an issue independently and when to ask for help
You care about accuracy, reliability, and completing work properly

Qualifications

3-7 years of experience in Operations, Business Operations, Project Coordination, Program Coordination, Administrative Operations, or a similar role
Experience working in a startup, high-growth company, or fast-paced environment preferred
Demonstrated ability to coordinate tasks, workflows, or projects
Strong organizational and time-management skills
Experience maintaining trackers, reports, documentation, or operational systems
Ability to manage multiple priorities and meet deadlines
Strong written and verbal communication skills
Demonstrated attention to detail and accuracy
Ability to work independently on assigned responsibilities while knowing when to escalate
Comfortable learning new systems, processes, and tools
High level of professionalism, reliability, and discretion

Nice to Have

Experience supporting an operations, business, or leadership team
Explicitly require a builder mindset, independent execution, and active use of AI in daily work
Experience in healthcare, healthcare technology, AI, SaaS, or enterprise software
Experience with KPI tracking or operational reporting
Familiarity with project management or workflow tools such as Asana, Monday.com, ClickUp, Jira, or similar platforms
Experience creating or maintaining SOPs and process documentation
Experience working in an early-stage or rapidly growing company
Basic experience with spreadsheets and data analysis
Experience coordinating cross-functional projects

Compensation & Benefits

Competitive base salary
Performance-based bonus
Hybrid work flexibility
Opportunity to contribute to the growth of a healthcare AI company
Opportunity to work closely with experienced founders and cross-functional teams
Exposure to business operations, process improvement, and high-growth startup execution