Business Operations Manager

About XRHealth

XRHealth is a global leader in immersive healthcare, providing FDA-registered, AI-powered virtual reality therapy solutions for physical, cognitive, and behavioral health. Through XRHealth America, our U.S. commercialization business, we deliver innovative healthcare solutions through multiple business lines, including our accredited DME operations, commercialization, distribution, logistics, and strategic partnerships.

As one of the fastest-growing companies in digital healthcare, we are building a world-class business operation focused on operational excellence, scalability, compliance, and exceptional customer and patient experiences.

About the Role

We are looking for a highly organized, analytical, and hands-on Business Operations Manager to become the operational right hand to the Head of XRHealth America.

This is a highly visible, cross-functional role that sits at the center of the business. You will work across operations, finance, systems, customer success, logistics, billing, commercialization, compliance, and marketing to ensure the organization operates efficiently and continues to scale.

We’re looking for a builder—not someone who simply manages existing processes, but someone who enjoys improving them. You should naturally organize chaos, identify opportunities for improvement, connect systems, analyze business performance, and help turn strategy into execution.

No two days will look the same. One day you may be building executive dashboards, the next implementing an AI-powered workflow, optimizing an operational process, coordinating a cross-functional project, or solving an operational challenge. If you’re energized by variety, ownership, and continuous improvement, we’d love to meet you.

Key ResponsibilitiesBusiness Operations

• Serve as the primary operational partner to the Head of XRHealth America.
• Support the day-to-day operations of the business across multiple functions.
• Drive execution of strategic initiatives and company priorities.
• Coordinate cross-functional projects and ensure successful execution.
• Identify operational bottlenecks and implement scalable solutions.
• Build, document, and continuously improve business processes and Standard Operating Procedures (SOPs).
• Create operational visibility, accountability, and structure across the organization.

Systems, Automation & AI

• Lead initiatives to optimize business systems and workflows.
• Identify opportunities to leverage automation and AI to improve operational efficiency.
• Utilize AI tools for reporting, documentation, data analysis, workflow design, and productivity improvements.
• Manage and improve integrations between business platforms, including HubSpot, NikoHealth, NetSuite, Zendesk, Stripe, AI platforms, and other operational systems.
• Partner with internal and external technical teams to implement new technologies and process improvements.
• Ensure data integrity and operational consistency across systems.

Financial & Business Performance

• Develop and maintain executive dashboards, KPIs, and operational reporting.
• Analyze business performance, operational costs, financial trends, and growth opportunities.
• Support budgeting, forecasting, inventory planning, and business planning.
• Provide leadership with meaningful insights to support decision-making.
• Identify opportunities to improve efficiency, scalability, and profitability.

Cross-Functional Leadership

• Partner closely with Customer Success, Billing, Logistics, Marketing, Finance, Compliance, Technology, and Commercial teams.
• Coordinate projects across departments and keep initiatives moving forward.
• Remove operational roadblocks and improve collaboration across the organization.
• Support vendor management and implementation of new business initiatives.

Compliance & Quality

• Support operational compliance with Medicare, HIPAA, DMEPOS accreditation standards, and internal policies where applicable.
• Assist with audits, documentation, and operational quality initiatives.
• Help ensure business processes remain compliant, scalable, and well documented.

The Ideal Candidate

You enjoy building businesses, solving problems, and making organizations operate better.

You are analytical, detail-oriented, highly organized, and naturally proactive. You don’t wait to be told what to do - you identify opportunities, ask the right questions, and take ownership of driving projects forward.

You enjoy working across departments and are equally comfortable discussing financial metrics, improving workflows, implementing technology, or coordinating a company-wide initiative.

You embrace new technologies and actively leverage AI to improve your own productivity and identify opportunities to make the organization more efficient.

Most importantly, you’re a hands-on operator who enjoys rolling up your sleeves and getting things done.

QualificationsRequired

• Bachelor’s degree in Business, Operations, Healthcare Administration, Finance, Industrial Engineering, or a related field.
• 4–8 years of professional experience in business operations, healthcare operations, consulting, project management, or a similar cross-functional role.
• Strong understanding of the U.S. healthcare system is required.
• Experience working within a healthcare provider, healthcare technology, medical device, payer, or other healthcare organization.
• Demonstrated success improving business processes and operational efficiency.
• Strong analytical, financial, and problem-solving skills.
• Excellent organizational and project management abilities.
• Experience working with multiple business systems and software integrations.
• Advanced proficiency with Microsoft Excel and/or Google Sheets.
• Excellent written and verbal communication skills.
• Hands-on attitude with a strong sense of ownership and accountability.
• Ability to work full-time on-site in Needham, MA.

Preferred

• MBA or other advanced business degree.
• Experience with AI productivity platforms such as ChatGPT, Claude, Gemini, Microsoft Copilot, or similar tools.
• Experience with HubSpot CRM.
• Experience with NikoHealth or another healthcare EHR/DME platform.
• Experience with NetSuite ERP.
• Experience with business intelligence and reporting tools.
• Experience in a fast-growing healthcare or technology company.

What Success Looks Like

Within your first year, you will:

• Become a trusted operational partner to the Head of XRHealth America.
• Improve the efficiency and scalability of the business through better processes, systems, and automation.
• Build meaningful operational and financial reporting for leadership.
• Successfully execute high-impact cross-functional initiatives.
• Help establish the operational foundation for the company’s continued growth.

Why Join XRHealth?

This is a unique opportunity to join a fast-growing healthcare company where you’ll have direct exposure to executive leadership and the ability to make an immediate impact.

You’ll help shape how the business operates, build scalable systems and processes, leverage cutting-edge AI tools, and play a key role in bringing innovative healthcare solutions to patients and partners across the United States.

This is a full-time, 100% on-site position based in Needham, Massachusetts.