Chief Operating Officer (COO) / Director of Operations

Position: Chief Operating Officer (COO) / Director of OperationsLocation: Remote (Canada‑wide) with occasional travel to Montreal Head OfficeReports to: Chief Executive OfficerCompensation: Competitive package of $75,000 – $105,000 CAD per year, commensurate with experience. Are you driven by a desire to change lives and build world‑class operations from the ground up? At Mindful Career, we empower over 10,000 professionals to discover their unique strengths and land careers they love. We’re seeking a hands‑on, hyper‑detail‑oriented COO/Director of Operations who brings unwavering conscientiousness, relentless drive, and a solutions‑first mindset to every challenge.

You’ll work side‑by‑side with our CEO to design and deliver flawless processes across sales, client experience, finance, HR, and technology, raising the bar for excellence while inspiring teams to exceed it. If you thrive on accountability, love diving into the details, and get energized by solving complex problems that fuel our mission, we’d love to hear from you. Key Responsibilities1. Team Leadership Sales TeamConduct monthly 1: 1s and CRM audits (HubSpot)Design and deliver ongoing sales trainingOwn full‑cycle recruitment:

define roles, source candidates, interview, and onboardCounseling TeamLead monthly performance reviews and skills‑building sessionsCoordinate professional development workshopsDrive recruitment, selection, and seamless integration of new counselorsAccounting & Admin TeamSupervise bookkeeping clerk’s daily activitiesPartner with external accounting firm for compliance and reportingFacilitate payroll, contractor management, and performance feedback2.

Financial & Accounting OversightMonthly Controls & ReportingReview profit & loss, expense reports, CC reconciliationsOversee weekly A/R (subscriptions, failed payments) and A/P (invoices, refunds, counselor payouts)Period‑End CloseLead month‑end and quarter‑end close cycles in QuickBooksCoordinate year‑end financial statements and audit preparations with external firmEnsure timely, accurate invoice audit and staff payout processesGovernance & ComplianceMaintain psychometric billing accuracy and client invoicing integrityDocument and standardize accounting policies and workflows3.

Human Resources & Learning & DevelopmentPeople OperationsManage job postings, candidate screening, interviews, and offer processesOversee onboarding, off-boarding, and employee record‑keeping (contracts, direct deposit, certifications)Training ProgramsManage end-to-end coordination of training programs and associated documentation across all service lines, ensuring that materials are current, comprehensive, and readily accessible. This includes: Ideal Career Discovery ProgramStudent Academic Guidance ProgramJob Search Accelerator ProgramLeadership Development Program4. Sales Operations & Client SuccessB2C & B2B EngagementResolve escalated customer inquiries and complaints with urgencyRe‑activate dormant leads and analyze conversion metricsSupport RFP responses, partnership proposals, and academic collaborationsServe as primary liaison for school, university, and corporate partners5.

Client Systems, SOPs & Operational InfrastructureDesign and document the full client journey from first contact to program completion, including sales handoff, onboarding, service delivery, and post-program follow-up. Lead the implementation of a robust Client Management System (CMS) to replace current manual processes (e. g. , Google Sheets), integrating where possible with HubSpot (sales CRM), Stripe (payment), and other internal tools. Create end-to-end SOPs for the entire client lifecycle, ensuring every team member (sales reps, psychologists, coaches) can follow a streamlined and scalable process.

Develop a system to track client payments, session completion, and psychometric usage — ensuring that counselor invoices match actual delivery and that client contracts are fully honored. Build workflows that allow real-time visibility into who owes what (client to company, company to contractor) and help automate key checkpoints like receipts, session tracking, and payout approvals. Ensure all SOPs and tools are centralized in an easily accessible Operations Manual and regularly maintained. Ideal Candidate ProfileDiligent & Meticulous: Rigorously ensures data accuracy and process integrityGo‑Getter: Self‑starter who drives initiatives from concept to completionStrong Communicator:

Builds trust with teams, delivers clear expectations, and coaches for growthAnalytical & Data‑Driven: Leverages metrics to optimize operations and guide strategic decisionsCollaborative Leader:

Fosters a culture of accountability, learning, and high performanceQualifications7+ years in operations, finance, or HR leadership—preferably within a service‑oriented organizationProven track record managing cross‑functional teams and complex, multi‑year projectsHands‑on expertise with HubSpot (or similar CRM) and QuickBooks (or equivalent accounting software)Demonstrated success in recruiting, training, and performance managementBachelor’s in Business, Finance, HR, or related field; MBA, CPA, or CHRP designation a plusWhy Join Us?You’ll be instrumental in scaling an award‑winning career counselling firm that’s transformed over 10,000 lives.

If you’re passionate about operational excellence, thrive in a fast‑paced environment, and want to make a real impact on people’s careers, we invite you to apply.