Administrative Operations Manager

Company Description:

At HOPPR, we empower developers to build the next generation of AI medical imaging applications, with the goal of making clinical care and workflow optimization more accessible, efficient, and equitable within the healthcare systems they serve.

Role Description:

The Administrative Operations Manager serves in a cross-functional role supporting financial, operational, and administrative systems across teams and stakeholders. Reporting directly to the Chief Operating Officer (and indirectly to the Chief Financial Officer), this role manages payroll, assists with vendor management and expense reporting, expense management, DocuSign, vendor coordination and compliance. The position also supports sales operations with scheduling, and CRM oversight. Acting as an operational sales operations hub, the Administrative Operations Manager ensures accuracy, smooth payment cycles, deal flow, and workflow efficiency. The ideal candidate is detail-oriented, tech-savvy, and thrives in a fast-paced, collaborative setting with strong judgment and communication skills.

Key Responsibilities:

1. Operations
   • Scheduling & Meeting Coordination
     • Manage scheduling across teams and external stakeholders including vendors, contractors, and investors.
     • Distribute prepared agendas, materials, and follow-up to ensure alignment and accountability.
   • Vendor & Contract Management
     • Onboard new vendors, collect and upload compliance documents, and manage contracts and payment schedules.
     • Maintain an active schedule of software licenses for renewal management.
   • Document & Workflow Management
     • Administer DocuSign (contracts, NDAs, tax forms), manage templates, and ensure secure execution and storage.
     • Maintain organized digital documentation systems to support audit readiness in compliance with QMS and SOC II obligations.
   • General Operations & Project Support
     • Maintain up-to-date SOPs and support internal process improvements.
     • Assist in planning and executing offsites, virtual meetings, and cross-functional initiatives.
     • Handle sensitive information with confidentiality and proactively resolve operational issues.

1. Finance
   • Payroll & Contractor Management
     • Process payroll (Gusto, ADP) accurately and timely, including collection of timesheets and processing changes and coordinating payroll changes with Human Resources.
     • Maintain payroll records and ensure compliance with company policies and regulations.
     • Onboard and manage 1099 contractors, including W-9 collection, payment tracking, and bill pay enrollment.
     • Support year-end filings (e.g., 1099s) and respond to payroll inquiries.
   • Expense Reporting
     • Manage expense platforms (e.g., Bill.com, Expensify), ensuring timely submission, user onboarding, policy enforcement, and approvals.
     • Review, code, and process vendor invoices; resolve discrepancies and support month-end close.
   • Financial Administration
     • Reconcile company expenses, credit card transactions, and vendor payments.
     • Assist with month-end close, audits, budgeting, board reporting, and secure documentation management.
     • Ensure compliance with financial policies, audit standards, and tax documentation.

1. Commercial
   • Commercial Operations Support
     • Assist in processing contract documentation and maintain CRM data accuracy (Salesforce, HubSpot, NutShell, Zoho).
     • Generate CRM-based reports for invoicing, forecasting, and pipeline tracking.
   • Investor & Fundraising Coordination
     • Schedule investor meetings, manage outreach logistics, and coordinate NDAs and data room access.
     • Support the preparation of pitch decks, investor materials, and due diligence tracking.
     • Track investor engagement and maintain up-to-date CRM records.

Minimum Qualifications (Knowledge, Skills, and Abilities)

• Required:
• Bachelor’s degree in Finance, Operations, or related field.
• 3+ years of experience in financial coordination, business operations, or administrative support.
• Experience supporting commercial or sales teams with tools, processes, and reporting.
• Direct experience with payroll systems (e.g., Gusto, ADP), expense platforms (e.g., Expensify, Ramp), and DocuSign.
• Experience managing CRM platforms (e.g., Salesforce, HubSpot) and working across departments.
• Highly organized, with excellent communication and documentation skills.
• Strong proficiency in productivity tools, including:
• Microsoft Outlook and Microsoft Office Suite (Word, Excel, PowerPoint, SharePoint)
• Slack, Zoom, Asana, Notion, Expensify, and QuickBooks
• High degree of professionalism, discretion, and attention to detail. 
• Anticipatory thinking with the ability to foresee and plan for the unexpected, particularly in scheduling and event coordination.
• Light travel as needed.

• Preferred:
  • Experience supporting finance, administrative and/or legal operations.
  • Background in SaaS, med tech, healthcare, in startup environments.
  • Familiarity with financial tools or platforms such as Expensify, QuickBooks, or Bill.com.
  • Proactive, solutions-oriented mindset with a strong sense of ownership.

 Essential Job Functions

HOPPR is committed to providing reasonable accommodation to employees with disabilities, as required by law. We encourage those with disabilities to request accommodations if needed to perform the essential functions of the job.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• While performing the duties of this job, the employee may be regularly required to stand, sit, talk, hear, reach, stoop, kneel, and use hands and fingers to operate a computer, telephone, and keyboard.
• Specific vision abilities required by this job include close vision requirements due to computer work.
• Regular, predictable attendance is required; including quarter-driven hours as business demands dictate.
• Some travel is required.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Ability to sit at a computer terminal for an extended period.
• Moderate noise (i.e., phone calls, online meetings, computer audio).

 What We Offer:

• A key role in a fast-growing startup with immense potential.
• An innovative, collaborative, and supportive work environment.
• Competitive salary and benefits package.

HOPPR is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.

Important Note: This opportunity is open exclusively to US citizens and permanent residents. We kindly request that recruiters and agencies refrain from contacting Dr. Khan Siddiqui or any HOPPR team members directly regarding this role. Unrequested outreach from recruiters will not be entertained or responded to. Thank you for respecting this directive and helping us maintain a focused and efficient hiring process.