Run the operation behind the mission
Cyvatar is a managed cybersecurity company built on a simple promise. Seven years. 229 customers. Zero successful major breaches or ransomware attacks. Behind that promise is a fast-moving operation, and we are looking for one exceptional person to own it, so our team stays focused on customers and security.
⚡ AI-first operations, vendor, finance & people opsWhy this role exists
A great operations function is the quiet reason a small company can move fast.
As we have grown, the essential back-office work — vendor and procurement management, AP/AR, people operations, and renewals coordination — has been split across our CEO, CTO, and Member Experience lead. That is not sustainable, and it pulls senior people off the work only they can do. We are bringing it all under one owner.
This is not a paper-pushing seat. You will be the single person who makes sure nothing falls through the cracks: vendors managed, invoices paid, renewals never missed, onboarding smooth, and you will run it on our AI operating model. If you are an operator who already does real work with Claude or a comparable AI tool, and you take pride in a back office that simply never surprises anyone, keep reading.
Open role
Operations Manager (Vendor, Finance & People Ops)
An operations generalist who owns the back office end to end — vendor and procurement management, AP/AR finance operations, people operations, and renewals coordination — and runs it on AI so leadership and delivery stay focused on customers and security.
What you will own
Vendor & procurement management
Be the single owner of every vendor relationship: accounts, contracts, renewals, billing, and portal access. Run a monthly check-in with each key vendor so nothing lapses and no account is a mystery.
AP/AR and finance operations
Own invoice intake and payment, AP/AR aging, and expense categorization. Coordinate payroll data and administer bank and insurance portals. You execute under fractional finance oversight; this is not the CFO role.
People operations
Run onboarding and offboarding, including access provisioning and deprovisioning, PTO and benefits administration, and clean HR records. Make joining and leaving Cyvatar smooth and buttoned-up.
Renewals and customer-ops coordination
Own the renewal calendar and QBR logistics, and support renewal quote prep, feeding the Member Experience team. You keep the machine running so relationships never slip through a scheduling gap.
Procurement and reseller relationships
Manage distributor and reseller accounts and license provisioning, and keep account paperwork current. When a customer needs a tool turned on, the paperwork behind it is already handled.
A clean system of record
Keep vendor, contract, and renewal data organized and current in HubSpot and our finance systems. Good data is what lets the automation work and what keeps leadership out of the weeds.
No surprises
The measure of this role is quiet: nothing gets shut off, no renewal is missed, no invoice is a mystery, and no leader hears about an account problem from the vendor first. You get ahead of it.
🤖 Run ops on AI (this is the difference)
Cyvatar runs on an AI operating model, and operations is no exception. With Claude and our internal tooling you will prep vendor check-ins, reconcile and summarize invoices and AP/AR, build and maintain the renewal calendar, draft vendor and internal emails, and produce clean weekly ops reporting, so your time goes to judgment and follow-through, not busywork.
Just as important, you will make the tooling better over time. Tighten the prompts, close the gaps, add a verification step where the output drifts, and turn a vague task into a reliable, repeatable workflow. You will know exactly where AI accelerates the work and where a human has to own the decision, and you will hold that line.
What great looks like in your first year
- Vendors are managed, not chased. Every account has an owner, a renewal date, and a monthly check-in. Nothing gets shut off by surprise.
- AP/AR is clean and current. Invoices are paid on time, aging is under control, and no balance is a mystery.
- Renewals never slip, because the calendar and the prep are always ahead of the date.
- Onboarding and offboarding are smooth, with access granted and revoked cleanly every time.
- You operate AI-first. Your instinct is "can the tooling prep this?" before you do it by hand, and you improve the tooling when it falls short.
What we are looking for
Must-haves
- 3+ years in operations, vendor/procurement, finance operations, or business operations.
- Hands-on AP/AR or bookkeeping familiarity, and basic HR/people-ops experience.
- Genuine AI fluency. You already use Claude or a comparable AI tool to do real work, and you can show us how.
- Exceptional organization and follow-through. You close loops without being chased.
- A clear, direct communicator who can hold vendors accountable and coordinate across teams.
- Real detail discipline. Dates, terms, invoices, and records do not get to be approximate.
Nice-to-haves
- Experience with HubSpot, Rippling, Maxio, or QuickBooks.
- Contract and vendor-management experience, including reseller or distributor accounts.
- An MSP or B2B SaaS background.
- SOC 2 or general compliance awareness.
- Experience building automations or workflows (HubSpot workflows, Zapier, scripting, or LLM-driven automation).
What we will explore together
We screen for real ownership and real AI fluency, not buzzwords. Expect to talk through specifics like these.
- A vendor relationship you owned end to end. How you kept it on track, and a time you caught a problem before it became one.
- How you would stand up a monthly vendor check-in cadence across a dozen vendors, and keep it from slipping.
- How you keep AP/AR clean when invoices arrive from everywhere, and what you automate versus verify by hand.
- The last real task you handed to an AI tool. How you prompted it, what it got wrong the first time, and how you made it reliable.
How you will ramp
Inventory and take ownership of every vendor account and credential, put out the current fires, stand up a monthly vendor check-in, and own AP/AR intake and invoice payment.
Build the renewal calendar and QBR logistics, take over bank, insurance, and payroll portals, and own the finance and vendor records in HubSpot.
Run a vendor scorecard and contract calendar, document the SOPs and runbooks, and take day-to-day operational coordination off the leadership team for good.
How to apply
Send a note to corey@cyvatar.ai with the subject "Operations Manager." Tell us, in your own words, how you keep an operation running and how you use AI in your work today. A real example beats a polished paragraph. Include your resume or LinkedIn. We read every one.
Cyvatar AI Holdings LLC is an equal opportunity employer. We hire for talent and character, and we welcome applicants of every background. We do not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other protected characteristic.