Operations Manager

Cohesion is a smart building technology company offering a suite of software products, AI solutions, and advisory services that integrates people, systems, and spaces for real estate, providing seamless solutions for modernized security access control, smart maintenance, enhanced people experiences, and energy management.

Cohesion is hiring an Operations Manager to own the administrative, operational, compliance, customer-readiness, and cross-functional coordination work required to keep the business running cleanly and consistently. This role replaces selected responsibilities previously held by the Chief of Staff, but it is intentionally scoped as an execution and coordination role, not an executive proxy role. The Operations Manager will drive operational discipline across HR administration, vendor coordination, customer preparation, internal systems, compliance calendars, leadership meeting logistics, CRM hygiene, and product and data coordination.

The ideal candidate is highly organized, detail-oriented, and comfortable working across executive leadership, Sales, Customer Success, Product, Data, Accounting, HR, and external vendors. This person must have strong judgment around governance boundaries, especially around finance and accounting ownership. This is a startup environment, and nothing here is standard. Roles shift, people pitch in across functions, everyone wears multiple hats, and hours can be unpredictable when something needs to get done.

Having fun is a requirement, not a perk. We want nerds — people who get genuinely curious about problems — and who are eager to get proficient with AI tools and bring them into the everyday work.

Company Operations and Administration

• Own the operating cadence for core administrative processes, including recurring task lists, checklists, documentation, trackers, and follow-up workflows.
• Maintain SOPs, internal documentation, operating calendars, vendor trackers, contact directories, and transition materials.
• Coordinate company-wide meetings, leadership syncs, all-hands meetings, and other recurring internal meetings, including agenda preparation, logistics, follow-ups, and action item tracking.
• Support contract routing by ensuring vendor and customer contracts are sent to the correct internal owner for review, approval, and signature.
• Coordinate with IT and internal stakeholders on software access, hardware needs, user provisioning, and system access changes.
• Track software license inventory, SaaS renewals, seat counts, owner assignments, and usage to reduce waste and avoid missed renewals.
• Support office and facilities coordination as needed, including mail handling, supplies, building access, conference room coordination, and office vendor communication.

Vendor, Insurance, and Compliance Coordination

• Maintain the vendor list, renewal calendar, contract tracker, and vendor relationship notes.
• Coordinate vendor renewals by collecting information, confirming internal business owners, preparing materials, and routing decisions to the appropriate approver.
• Track recurring compliance obligations, including state registrations, annual reports, registered agent matters, insurance renewals, business licenses, and related filings.
• Coordinate with external partners, including registered agents, insurance brokers, legal counsel, IT providers, CPA or accounting firms, and operational vendors.
• Support insurance renewal processes by coordinating information requests, certificates of insurance, payroll or headcount inputs, and renewal timelines.
• Maintain a compliance calendar with owners, due dates, escalation paths, completion status, and supporting documentation.
• Escalate compliance risks, unclear ownership, or missed deadlines to the CEO promptly.

Customer Readiness and Customer Health Operations

• Prepare internal teams for customer meetings, executive business reviews, renewals, escalations, onboarding checkpoints, and strategic customer discussions.
• Maintain and update the customer health dashboard, including account status, risk indicators, adoption notes, open issues, renewal dates, key contacts, next steps, and accountable owners.
• Coo…