Operations & Systems Manager

We are expanding our team for an online education platform dedicated to advancing excellence in aesthetics, laser technology, and skin health. We develop professional training programs, digital courses, clinical resources, and continuing education experiences designed to help aesthetic professionals grow their knowledge, confidence, and clinical skills.

As we expand our course library and student community, we are seeking an Operations & Systems Manager to oversee the systems, processes, and infrastructure that support both our internal team and the student learning experience.

Position Overview

The Operations & Systems Manager is responsible for the operational backbone. This role oversees learning management system administration, digital asset organization, course launches, student experience support, and workflow development.

You will ensure that our courses, resources, presentations, downloads, and educational materials are organized, accessible, and scalable while helping create a seamless experience for students from enrollment through course completion.

This role is ideal for someone who enjoys building systems, creating structure, improving processes, and supporting the growth of an online education business.

Key Responsibilities

Learning Management System (LMS) Administration

* Manage and maintain Mini Course Generator, Gamma, Klaviyo and other technology platforms
* Upload and organize course modules, videos, downloads, quizzes, and resources
* Ensure courses are properly structured and student-facing content functions correctly
* Monitor course access, enrollment workflows, and user experience
* Support ongoing LMS administration and platform optimization

Course Launch Management

* Coordinate course launches and content updates
* Prepare course materials, resources, and student assets for release
* Ensure all launch-related materials are uploaded, tested, and functioning properly
* Collaborate with tea ---------- mbers to execute launch timelines and deliverables

Student Experience Support

* Help create a seamless student learning experience
* Ensure educational resources are organized and easy to access
* Assist in maintaining student-facing materials and course communications
* Identify opportunities to improve course navigation, accessibility, and overall user experience

Digital Asset & File Management

* Build and maintain a scalable Google Drive structure
* Create and enforce naming conventions and version control
* Organize educational materials, presentations, videos, downloads, templates, and training resources
* Maintain a centralized source of truth for all company assets

Website & Resource Management

* Upload and maintain downloadable resources and educational content
* Manage backend content updates
* Ensure all links, downloads, and resources remain accurate and functional
* Coordinate updates across Thinkific, Google Drive, and the company website

Systems & Process Development

* Create and maintain Standard Operating Procedures (SOPs)
* Develop workflows that improve efficiency and consistency
* Identify bottlenecks and opportunities for operational improvement
* Build scalable systems that support company growth and future course expansion

Required Skills & Experience

Technical Skills

* Experience administering Thinkific, Kajabi, Teachable, LearnDash, or similar LMS platforms
* Strong understanding of online course operations and digital education environments
* Advanced Google Drive and Google Workspace proficiency
* Experience managing digital asset libraries and educational content
* Experience supporting online course launches and content updates
* Familiarity with website backend management (WordPress preferred)

Professional Skills

* Exceptional organizational and project management skills
* Strong systems-thinking mindset
* Ability to anticipate needs and solve problems proactively
* Excellent written communication skills
* Ability to manage multiple projects simultaneously
* Strong attention to detail and process improvement

Preferred Qualifications

* Experience supporting online educators, coaches, or course creators
* Experience working within aesthetics, healthcare, wellness, or professional education
* Familiarity with student learning experiences and customer journey optimization
* Experience with ClickUp, Asana, ---------- , Trello, or similar project management tools
* Familiarity with Canva and digital content workflows

What Success Looks Like

Within the first 90 days:

* Course materials are fully organized and easy to maintain
* Thinkific is streamlined and optimized for both administrators and students
* Student-facing resources are accessible and professionally organized
* Course launch workflows are documented and repeatable
* SOPs are implemented and actively used by the team
* File duplication and version confusion are eliminated
* Tea ---------- mbers can locate resources quickly without assistance

Non-Negotiables

We are looking for someone who:

* Thinks in systems, not tasks
* Takes ownership without waiting for direction
* Creates clarity instead of complexity
* Values organization, consistency, and accountability
* Can proactively identify opportunities for improvement
* Understands that an exceptional student experience begins behind the scenes

Application Process

Qualified candidates will complete a brief paid skills assessment.

Candidates will be provided with a sample folder containing disorganized educational materials and asked to:

* Rebuild the folder structure
* Create a naming convention system
* Develop a simple SOP for maintaining organization

We are looking for a systems-minded professional who can build the operational foundation that supports an exceptional online learning experience.