Viva is a network of affordable housing that offers families a set of benefits, including access to health, education, and financial resources. As one example, Viva offers families access to FREE cash - worth more than $5,000 - to help accelerate the transition to homeownership. We are creating equity for all through housing.

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About Viva Benefits

Viva is a network of affordable housing that offers families a set of benefits, including access to health, education, and financial resources. As one example, Viva offers families access to FREE cash - worth more than $5,000 - to help accelerate the transition to homeownership. We are creating equity for all through housing.

Description

Operations Manager

Reporting To: CEO

Location: Remote

Time Commitment:

• 2-week paid sprint (10 - 20 hours per week)
• Full Contract: Dedicate between 20 - 30 hours per week
  • Opportunity for advancement to full-time within 6 months

Compensation

• $20 - $45/hr, commensurate with experience.

Role Overview

We are seeking an exceptionally well-organized Operations Manager with a compulsive bias toward action.

This is someone who:

• Wakes up motivated every morning to identify and advance the Top 8 most crucial tasks that move an organization forward.
• Moves complex work forward independently
• Communicates clearly and proactively
• Seeks support after 30 minutes if truly blocked
• Gains satisfaction from closing loops and building systems
• Values measurable outcomes over activity

This role is operationally critical. You will directly reduce friction across finance, payroll, investor relations, and company execution.

Engagement Structure

We use a structured entry model to ensure mutual value creation.

Phase 1: 2-Week Paid Sprint

• 10–20 hours per week
• Clear daily and weekly deliverables
• Demonstration of measurable value after each hour and day
• Transparent communication cadence

At the end of the 2-week sprint, you will deliver a 30/60/90 Day Plan outlining:

• Operational priorities
• Systems improvements
• Efficiency gains
• Areas of risk
• Clear milestones and accountability structure

This ensures we move into a longer-term engagement with clarity and momentum.

Phase 2: Ongoing Engagement

• Minimum: 20 hours per week
• High ceiling: 30+ hours per week as workload expands
• Scope grows based on ownership and demonstrated value

Mandatory Areas of Responsibility

1. Accounts Receivable (High Priority)

We are growing quickly and working with 20+ housing partners with different billing systems and repayment structures.

Responsibilities:

• Ensure 100% invoice accuracy and timeliness
• Track payment terms across partners
• Proactively follow up on outstanding balances
• Create/inherit simple AR dashboards for leadership
• Identify system improvements

Success looks like: No ambiguity. No missed invoices. Money in the bank in a timely fashion (no matter what it takes). Clean reporting.

2. HR / Hiring Support (High Priority)

We are growing quickly and hiring multiple positions across the country.

Responsibilities:

• Ensure 100% of job postings are syndicated across job boards.
• Ensure 100% of applicants are reviewed (with comments).
• Work closely with hiring managers on each role.
• Support formal onboarding process.
  • Familiarity with management of Gusto, Google Admin (GSuite), Slack, Bitwarden (or other SSO), DropboxSign (or other eSign platform) ideal.
• Update employee/contractor handbook.

3. Payroll Support

• Support bi-weekly payroll for W-2 and contractors (w/ CEO)
• Ensure compliance documentation is current
• Confirm time tracking where applicable
• Improve payroll process clarity

Success looks like: Payroll runs cleanly and predictably.

4. Team Recognition Systems

Ensure 100% of team members are recognized:

• On their birth month
• On their Viva-versary (work anniversary)
• Based on individual recognition preferences

Success looks like: No one is forgotten.

5. Support Dynamic Company Areas of Responsibility (AORs)

Provide structured support across operational gaps including:

• Cross-functional task tracking
• Executive follow-ups
• Documentation
• Internal coordination

Success looks like: Leadership focuses on strategy, not loose ends.

Strong Preferences (Not Mandatory)

No one is expected to have all of these. However, they are ordered based on priority for the company. Please be honest about real strengths vs. hunger for areas of growth.

A. HubSpot CRM Fluency

We use HubSpot across:

• Partnerships / Sales
• Fundraising
• Case Management

Preferred:

• Willingness to use AI + documentation to improve skills quickly (as needed)
• Honesty about skill level

B. Contract Framework Familiarity

Helpful experience includes:

• Working between a partnerships/sales team and a legal team to efficiently advance contracts
• Reviewing and comparing redlines
• Understanding negotiable vs non-negotiable terms
• Supporting contract workflow organization
• Reducing burden on CEO/leadership

Legal background welcome but not required.

C. Investor Relations / Executive Support

• Track investor communications
• Ensure warm, prompt follow-up
• Manage scheduling and CRM cleanliness
• Support document organization

Success looks like: Every investor feels seen and respected.

D. Project / Product Management

Experience with tools such as:

• Linear (most relevant)
• Other project / product management ticketing systems

E. Graphic Design

Experience with tools such as:

• Canva (most relevant)
• Figma
• SendGrid
• MailChimp

Ability to:

• Create clean internal and external-facing visuals
• Support decks and one-pagers
• Format PDFs and case studies
• Improve visual clarity across materials

F. Digital Marketing Support

Experience with:

• Writing and formatting blog posts
• Scheduling and posting on:
  • LinkedIn
  • Instagram
  • X (Twitter)
  • Facebook
  • Optional: TikTok
• Basic analytics tracking
• Maintaining consistent brand voice

Success looks like: Regular cadence of thoughtful content without CEO bottleneck.

G. Multilingual Ability

• Spanish strongly preferred
• Other languages welcome

Ideal Candidate Traits

• High agency
• Structured thinker
• Calm under pressure
• Direct communicator
• Obsessed with follow-through
• Comfortable supporting a fast-moving CEO. leadership team
• Energized by building systems that scale
• Experience with fast-growth venture-backed startups
• Former educators welcome
• People with public health or social work experience welcome
• Veterans and former law enforcement welcome

Additional Compensation Notes

• 2-week sprint is paid at same level as ongoing role
• Hourly rate competitive and commensurate with experience
• Hours scale based on performance and opportunity