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FILLED - Operations Manager

Compensation

$70,000 - $90,000 salary (CAD) + Profit-share quarterly bonus

+ Equity + Unlimited holiday + Health benefits

About the role

As our Operations Manager, you’ll be responsible for keeping the company running smoothly day-to-day while quietly improving how we work as we grow. You’ll remove friction, bring order to recurring work, and make sure nothing important falls through the cracks.

Office & Workplace Operations

- Own the day-to-day running of our hybrid office (supplies, post, equipment, layout, cleanliness, and general upkeep)

- Ensure the office is somewhere people love to work; welcoming, functional, and efficient on in-office days

- Manage equipment and workspace setup for each employee, including ordering, upgrades, and layout improvements

- Coordinate office moves, changes, or improvements as needed

People Operations & Team Experience

- Run smooth onboarding and offboarding (equipment, access, documentation, keys, background and reference checks)

- Support employee benefits and ensure people understand and use what’s available

- Organize team events, office parties, birthdays, offsites, and retreats

- Coordinate calendars and logistics for internal activities and team-wide events

- Act as an early signal for workload, wellbeing, or performance issues before they escalate

Finance, Billing & Administration

- Support payroll approvals, expense processing, bonuses, and contractor payments

- Manage invoicing, billing issues, receipt collation, and payment follow-ups

- Handle bank detail changes and financial admin with care and accuracy

- Liaise with accountants and external providers on compliance, payroll, tax, and regulatory matters (eg. CRA, Worksafe) - Fund/account management

- Keep subscriptions, vendors, and recurring costs tidy and intentional

Contracts, Documents & Compliance

- Coordinate document signing and storage (employment agreements, contractor agreements, insurance, leases, keys and access)

- Support compliance and risk management by ensuring required documents, policies, and processes exist and are up to date

- Help prepare or coordinate responses to customer or vendor administrative and compliance requests

Tools & Systems

- Own internal tool management, including access control, permissions, and offboarding

- Identify and remove unused or unnecessary tools

- Help the team use tools effectively by improving setup, documentation, and workflows

Travel, Events & External Logistics

- Coordinate travel and logistics for conferences and events (flights, accommodation, access, international connectivity)

- Manage conference attendance logistics and registrations

- Organize customer gifts, rewards, and thank-yous when needed

Process Improvement & Documentation - Document “how we do things” so work is repeatable

- Improve or simplify internal processes as the company grows

- Proactively identify friction, inefficiencies, or risks and propose practical solutions

General Operations Support

- Handle ad-hoc operational requests that help unblock the team

- Act as a trusted partner to founders by taking operational work off their plates

- Be the go-to person for “who owns this?” questions across the company

We'd like you to have:

We’re looking for someone practical, organized, and proactive who enjoys making things run smoothly. You like spotting problems early, fixing them properly, and taking ownership of the stuff that would otherwise slow everyone else down.

You don’t need to know everything on day one, but you do need to be comfortable figuring things out and following them through.


✅ You’ll probably be a good fit if you:

- 3+ years of experience in ops, office management, or a generalist role at a small or growing company

- Are happy wearing a few different hats and switching context throughout the day

- Like bringing order to messy situations without overcomplicating things

- Notice when something’s broken or annoying and just… fix it

- Can work independently and don’t need constant direction

- Are comfortable handling sensitive info (people stuff, money, contracts)

- Communicate clearly and aren’t afraid to raise issues early, even when it’s a bit awkward

❌ This probably isn’t the role for you if you:

- Prefer very narrow roles with tightly defined responsibilities

- Need lots of process, structure, or sign-off to get things done

- Don’t enjoy admin, logistics, or operational detail

- Want a strategy-only role with little hands-on work

- Avoid difficult conversations or messy real-world problems

🤩 Nice to have (but not required):

- Experience working with hybrid or remote teams

- Some exposure to payroll, invoicing, or finance admin

- Experience onboarding or supporting growing teams

- Familiarity with SaaS companies or startup environments

About IcePanel

We're simplifying how teams design for complex systems. We're building a collaborative diagramming and modelling tool that software architects think is cool.

Our team

We’re a small, energetic team that believes in building a lean and profitable business after being in the YCombinator W23 batch. We’ve grown the product to $4 million CAD in ARR and believe in continuing to build on profitability over funding. We’re looking for talented, driven people who love their craft to help achieve our vision of simplifying complexity.

https://storage.tally.so/9beb33b9-f217-4c18-be9b-ec9ad10f906e/IcePanel-collage.png

Our values

🙋 Independence to build our way

🛠️ Build simple and exceptional experiences

🧊 Transparency and openness

💡 Stay humble and explore all ideas

💩 No bullshit, have fun

Location

- In-person days every week (Tuesday, Wednesday, Thursday)

- North Vancouver, British Columbia, Canada

- Hybrid & flexible work environment

- This is not a fully remote job

Benefits

🍰 Equity in the company 💰 Profit sharing

💻 Work setup provided

🎉 Flexible work culture

🏂 Unlimited holiday

🧑‍⚕️ Health, dental, vision

📚 Learning budget

✈️ Conference budget

🌴 Annual team retreat

🌭 Hot dog Wednesdays

🧊 Free ice cubes

Interview process

1. Screening questions (AI answers are insta-deleted…) 2. Intro chat (20 mins) 3. In person interview/meet the team (1 hour) 4. Reference checks 5. Offer letter