PromptWorks | Operations Manager -

Operations Manager

PromptWorks |  Philadelphia, PA | Ops / PM

Job Description
Perks + Benefits
Company Culture Coverage

The Operations Manager plays an essential role of supporting the consulting team by managing the day-to-day operations of our organization to keep it running smoothly.


About the ideal candidate

We hire passionate, pragmatic, intelligent, well-spoken, knowledge-hungry, fun-loving people. We’re looking for someone who is a self-directed team player to make our office operate smoothly and effectively. This is a position that we believe can grow and evolve with our company. The ideal candidate for this role operates effectively in a semi-structured, ever-evolving work environment with a positive, determined attitude while nurturing our company culture of learning, knowledge sharing, transparency, and professionalism.
You have a knack for getting things done quickly and effectively. You are organized, methodical, and constantly looking for ways to exceed expectations. You operate proactively and solve problems with creative solutions. You love building relationships with people and believe that more can be accomplished through collaboration. You want to foster a happy place to get great work done. People want to spend time with you. You’re quick, friendly and humble.

Responsibilities include:

  • Managing tactical HR functions such as: employee onboarding and offboarding, coordinating payroll with our PEO, benefits and enrollment process, employee engagement and feedback strategies, researching new policies and procedures as well as nurturing and developing our company culture
  • Develop hiring strategies and execution, including job description reviews, ATS support, coordinating interviews, and reference checks
  • Assist in financial operations including: bookkeeping and data entry, accounts payable, accounts receivable, payroll journal entries, 401(k) management, and monthly reconciliation of bank accounts and credit cards
  • Oversee operational and departmental budget reconciliations and other metrics driven reporting documents for the organization
  • Manage various requests and compliance regarding reimbursements, vendor management, insurance, travel arrangements, scheduling, and calendaring
  • Oversee the Operations Coordinator role and direct administrative objectives while supporting the Director of Operations
  • Make recommendations to improve and streamline our process as well as document process and guidelines to better enhance our culture of learning and transparency
  • Office administrative support functions including: filing, Google Drive management, bank deposits, postal needs, and maintenance of furniture and computer inventory
  • Assist in cross-departmental support initiatives to help promote efficiency and best practices, which may include special projects and research.

The ideal Operations Manager at PromptWorks is some combination of the following characteristics, experiences, and skillsets:

  • Previous office and finance experience required
  • Understanding of finance and budgeting, including profit and loss, balance sheet and cash-flow management
  • Working knowledge of QuickBooks or other accounting software and GAAP required
  • Advanced spreadsheet experience required
  • Strong problem-solving skills and analytical abilities
  • Exceptional attention to detail and well-organized
  • Experience supporting a team in a demanding and fast-paced environment
  • An operational optimizer, always looking for a better process
  • Values documentation to facilitate knowledge transfer
  • Strong interpersonal skills: Upbeat, friendly and professional
  • Excellent communication skills (both written and verbal), strong presentation skills
  • Energetic, warm, and a team player
  • Gives and seeks feedback and ideas freely
  • Extremely reliable
  • Comfortable with prioritizing multiple tasks at the same time
  • Proactive, collaborative, and looking to take initiative
  • Advanced time-management skills
  • Flexible in changing circumstances and adapts approach with change
  • Ability to schedule across multiple calendars and manage contacts
  • Desire to assist others and learn additional skills

We offer:

  • Competitive salary
  • R&D time for internal projects, products, and professional development
  • Paid travel for speaking at & attending conferences
  • Ergonomic work stations including seated & standing pair programming stations
  • 100% company-paid medical, dental, and vision insurance
  • 401(k) plan with company matching
  • Monthly work-from-home flexibility
  • FSA and commuter benefits
  • Collegial atmosphere with family-style lunch twice a week on us

Please apply with a custom cover letter. Tell us why you’re a good fit. Please include a resume and examples of your work (e.g. links to website or writing samples) which includes your contribution, process, and role. Principals only. No recruiters, please.

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Health & Wellness Benefits
  • Dental
  • Disability Insurance
  • Health Insurance
  • Life Insurance
  • Onsite Gym
  • Vision
  • Game Room
  • Remote Work
  • Work from Home
Parental Benefits
  • Flexible Work Schedule
  • Generous Parental Leave
  • Mother Rooms
Perks & Discounts
  • Casual Dress
  • Company Outings
  • Lunch
  • Snacks
Retirement & Stock Options Benefits
  • 401K
Vacation & Time Off Benefits
  • Generous PTO
  • Paid Holidays
  • Paid Sick Days

What makes Promptworks a unique place to work?

Being an engineer-founded company, we have a lot of empathy for every single person who contributes to our team. All of the roles within our organization — from engineering and design to QA and project management — we’ve once done ourselves, so we tried to build a culture that represents our ideal workplace for our employees.

Tell us more about your approach to building an ideal workplace culture. What does that look like?

We believe that everyone, no matter how senior, has something to learn because tech is always changing. We also want our team to have time to experiment and push boundaries so that we can make sound recommendations for our clients.

That said, we don’t expect employees to learn on their own time. That’s why we carve out non-billable work time during which employees are able to reinvest in the company and themselves. Employees use 25% of their time to work on projects like estimations for prospective clients, preparing talks for “Talk Tuesdays” held in our dining room or to speak at a conference, engaging with the community through mentoring or Meetups, working on internal projects that let us try out new technology, or building something fun — say, for instance, a custom, voice-recognition-enabled Harry Potter game that lives in our dining room.

Through this approach, we’ve seen many people move up from entry level to senior positions, gain new specialities and advise their peers on what they’ve learned.

Talk to us about your company values.

Our company has four core values:

  1. Human — Inclusive, empathetic, happy, sees the best in others, assumes best intent; values a diversity of thought, gives back, sustainable mindset, conscious of our actions and their effect on the planet we share; balance, optimism, lifts others up, recognizes that people use the products we build.
  2. Honest — Honest with ourselves; find and speak the truth, not just what clients want to hear; transparent, accountable, reflective, humble, has respect for others, low-ego, genuine.
  3. Hungry — Eager to collaborate, appetite for knowledge, iterative, long-term thinking, growth, determined, pragmatic.
  4. High-Caliber — Polished, professional, sharp, tactful, insightful, attentive to detail, takes pride in work, holds themselves to a high standard.

We also value sustainability in terms of creating processes that will scale, apps that last for a long time and not burning out employees in the process, as well as building sustainable, long-term relationships with our clients.

As a small company, how are you handling growth?

We’ve already expanded quite a bit since 2018 and have worked hard to do so thoughtfully. We’re taking a very strategic approach to growth.

First, we are looking to add more engineering roles to handle building larger, more complex software for enterprise clients. We’ll also be adding QA, maintenance and support team members to ensure we continue to deliver our services with attention to detail, quality and our clients’ needs.

In May, we’ll be moving to 123 S. Broad Street, which will increase our office space from 3,000 sq-feet to 8,000 sq-feet. This move will allow us to comfortably grow over the next handful of years. It includes much-needed space for more meetings and collaboration, with greater wall area for whiteboard planning sessions with clients, as well as multiple types of private work spaces, such as a library (which may or may not have books, but will most definitely be a quiet zone).

The office will be located on the 24th floor with an amazing view of City Hall, and will have all the original comforts of our old home, like giant palms, sunlit spaces, kitchen cubbies and adjustable sit/stand desks.

What do you look for from job candidates?

As a consultancy, at some point or another we all have contact with clients and need to see things from their perspective. We always look for candidates who are empathetic and genuinely care about client success.

We also look for candidates who are a quick study, whether when it comes to adapting to new technology or learning about a new client’s industry.

Our office is an ego-free environment. It’s not about you or your code, it’s about delivering a great product that we can hand off with pride. Everyone collaborates, shares knowledge and helps bring the product to life as a team. For instance, our engineers and designers commonly engage in pair programming, where two people work on one computer at once, taking turns driving. Having two brains on one thing is so helpful. It allows folks to challenge their assumptions, make sure they’re doing everything right, and trade control back and forth.

Also, many of our employees come from diverse backgrounds; several went to arts schools, a few have PHDs in education or neurobiology. These unique backgrounds are really helpful when we throw people into new projects where they can apply their expertise.

How about in terms of tech skills?

  1. Polyglots with experience in dynamic languages like Python, Ruby, JavaScript, and open source languages
  2. Able to work in any part of the stack.
  3. Understanding of Agile practices

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