TMV: Operations Manager

Part-Time | 25–30 Hours/Week | Fractional/1099 or Part-Time Employee

About TheMilVet TheMilVet (TMV) is a veteran-focused organization operating a premier executive search and recruiting practice alongside high-impact community events. We are a lean, mission-driven team built on integrity, service, and results.

Role Overview The Operations Manager serves as the operational backbone of TMV, owning the day-to-day finance, HR, compliance, administrative, and technology functions that keep the business running. This person is equal parts executor and steward: they ensure our clients are billed accurately, our team is paid on time, our contracts are airtight, our people are set up for success, and our company stays ahead of every renewal, filing, and compliance requirement. This is a hands-on role built for someone who thrives in a small-business environment and takes pride in running a clean operation.

Core Responsibilities

Finance and Billing (AP/AR)

• Process payroll and commission payments on schedule
• Payment Reconciliations
• Create and send client invoices; track payment status and follow up on outstanding balances
• Manage accounts payable and accounts receivable end-to-end
• Review client contracts to verify billing accuracy prior to invoicing
• Log and track placement revenue in ATS; ensure commission billing follows established format and timelines
• Process affiliate and contractor payments; apply correct commission rates per contract terms

Agreements and Documentation

• Draft, send, and manage internal and external agreements: client recruiting agreements, employee offer letters, affiliate agreements, and 1099 contractor agreements
• Maintain organized, up-to-date files for all executed contracts and agreements
• Share internal policies with the team as updates occur; ensure acknowledgment where required

Compliance and Renewals

• Proactively track and manage all renewal deadlines: health/vision benefits, workers' compensation, 401k, state and federal tax filings
• Monitor compliance requirements across HR, payroll, and benefits; flag risks to leadership before they become issues
• Respond to compliance matters reactively as they arise; escalate to leadership as appropriate
• Maintain a renewals and compliance calendar with advance notice built in

People Operations: Onboarding and Offboarding

• Coordinate full employee and contractor onboarding: execute offer letters and agreements, set up payroll and benefits enrollment, provision system access, and walk new hires through tools and policies
• Manage offboarding end-to-end: process final pay, terminate benefits, revoke system access, collect equipment, and ensure clean documentation
• Maintain organized employee and contractor records throughout the full lifecycle

IT and Systems

• Serve as the first line of support for the team's day-to-day software and technology needs
• Troubleshoot issues across core platforms
• Coordinate with external vendors or support teams when issues require escalation beyond internal troubleshooting
• Manage software subscriptions, user access, and account provisioning/deprovisioning as team members join or depart
• Flag recurring system issues or inefficiencies to leadership and recommend solutions

Tools Used Xero · Gusto · Loxo · Google Workspace · Notion

Ideal Candidate

• 3–5+ years in a combined operations/finance/HR role, preferably in a small business or professional services environment
• Comfortable owning multiple functions without a team beneath them
• Strong attention to detail, especially in billing, contracts, and compliance
• Proactive communicator who surfaces issues before they escalate
• Comfortable with basic software troubleshooting and supporting a non-technical team
• Familiarity with or ability to quickly learn Xero, Gusto, and similar tools