Link to apply listed at the bottom of this Job Description. Only applications submitted through this link will be considered.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 & most importantly time freedom from the areas of their business that are needed but fall outside of their expertise. Our Core Values are:
This is the heartbeat of Patch. Our teams take initiative, follow through, and never point fingers.
Patch thrives on people who figure things out. Whether it’s mastering a tool, digging into client metrics or connecting dots across teams.
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.
This role is perfect for someone who:
- Loves making things run smoothly and efficiently
- Gets genuinely excited about AI and automation as transformation tools (not just buzzwords)
- 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 and accountability requirements of this role, we host a thorough 3-part application process.
RESPONSIBILITIES (TASKS ASSOCIATED WITH THE ROLE):
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 and similar automation tools (Make, Zapier, etc.) including ability to debug complex, multi-step workflows
- SQL Literacy, around querying and managing data in vector - enabled databases (Supabase with pgvector, Postgres).
- Comfortable building GPT-based workflows and API automations—you've actually implemented these, not just read about them. Specifically MCPs or similar frameworks for connecting AI Agents to external data sources.
- Experience with HubSpot CRM operations including workflows, properties, lists, and reporting
- Familiarity with Monday.com or similar project management platforms (board structure, automations, dependencies)
- Basic understanding of webhooks, JSON formatting, and API connections
- Ability to troubleshoot integration issues between multiple platforms
- Comfortable working with data flows and understanding how information moves between systems
Core Competencies
- Systems Thinking: You see how pieces connect and understand that fixing symptoms without addressing root causes just creates more work
- Proactive Problem-Solving: You identify issues before they're reported and build preventative solutions, not just reactive fixes
- Technical Troubleshooting: You can systematically diagnose issues, test hypotheses, and resolve problems without extensive hand-holding
- Clear Communication: You explain technical issues in ways non-technical teammates understand, and you document solutions others can follow
- Self-Direction: You manage your own priorities, identify what needs attention, and escalate appropriately without waiting for instructions
- Quality Orientation: You take pride in work that's done right—accurate, documented, and reliable
- Continuous Learning: You actively seek to understand emerging AI tools and automation possibilities
Critical Soft Skills
- Deeply organized and detail-oriented: Missing a single automation trigger can cascade into client impact—you catch these things
- Proactive and anticipatory: You monitor trends and fix issues before they become fires
- Calm under pressure: When systems break, teams look to you for steady, effective resolution
- Collaborative without requiring collaboration: You work well with Head of Operations and teams across the company, but you don't need constant interaction to be effective
- Intellectually curious: You experiment with new approaches, test ideas, and genuinely enjoy learning how things work
- Accountable and reliable: You do what you say you'll do, when you say you'll do it
- Comfortable with ambiguity: In a fast-growing company building new AI infrastructure, not everything will be perfectly defined
Mindset & Cultural Fit
- You're genuinely excited about AI as a transformation tool, not just following trends
- You thrive in fast-paced, high-accountability environments where your work directly impacts business operations
- You find satisfaction in being the person teams depend on for reliability and quick problem resolution
- You prefer hands-on technical work over managing people
- You're energized by making things run smoothly and eliminating friction from workflows
- You view documentation as essential, not administrative burden
- You're eager to grow toward becoming an AI Operator—someone who manages automation infrastructure, AI workflows, and feedback loops 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.
https://eltiunaqqfh.typeform.com/to/YI9oV29L
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 business. 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. Our highest priority is creating win-win matches for both our candidates and clients.
Job Type: Full-time
Pay: $75,000.00 - $85,000.00 per year
Benefits:
- Paid time off
- Professional development assistance
Work Location: Remote
