Operations Manual: Remote Operations Manage

The Remote Operations Manager supports daily operations at Young at Heart Painting, coordinating with artists and retirement homes, managing supplies, scheduling sessions, and handling invoicing.

​The goal is to keep everything organized, running smoothly, and on time

Daily Responsibilities
1. Check and Respond to Emails
​Purpose: Ensure timely and professional communication with artists, homes, and clients.
Steps:

• Log in to the official email account each morning.
• Review unread messages.
• Prioritize:
  • Urgent inquiries or booking requests
  • Updates from artists or homes
• Reply professionally to all messages.
• Flag or archive emails once addressed.

2. Check on Artist Supplies
Purpose: Confirm that artists have all the materials needed for upcoming sessions.
Steps:

• Keep an updated inventory tracker for each artist (in Google Sheets).
• Weekly (or as needed), message artists via WhatsApp or email to ask:
  • If they are low on paints, brushes, canvases, etc.
  • If they have any specific requests.
• Record responses in the supply tracker.
• Notify Kimberley if supplies need to be reordered and coordinate timely delivery.

3. Book Sessions with Artists
Purpose: Assign available artists to confirmed bookings.
Steps:

• Use Google Calendar to check artist availability.
• Reach out to artists via email or WhatsApp with session details.
• Once confirmed, add the session to the calendar, including:
  • Artist’s name
  • Date and time
  • Location or virtual link
• Send a confirmation message to the artist with all session details.

4. Book Sessions with Homes
Purpose: Coordinate painting sessions with retirement communities.
Steps:

• Email the home contact to propose session dates/times.
• Include in your email:
  • Session duration
  • Whether supplies are needed
  • Pricing and payment info
• Once confirmed, add the booking to Google Calendar.
• Notify the assigned artist with full event details.

5. Prepare and Send Invoices
Purpose: Ensure accurate and timely payments from homes.
Steps:

• Use QuickBooks to generate invoices.
• Include:
  • Date of session
  • Location
  • Number of participants (if known)
  • Total amount due
  • Payment instructions and due date
• Email invoice to the home.
• Track invoice status in QuickBooks.

Weekly Responsibilities
1. Review Upcoming Events

• Review the calendar each Monday.
• Double-check that:
  • Artists are assigned
  • All events are confirmed
  • Supplies are in place

2. Inventory Management

• Cross-check each artist’s supply needs with the tracker.
• Note any low or missing supplies and communicate them to Kimberley.

3. Team Coordination

• Check in with artists weekly (WhatsApp or email).
• Topics to cover:
  • Upcoming sessions
  • Supply issues
  • General feedback

Monthly Responsibilities
​1. Generate Reports

• Create a report that includes:
  • Sessions completed
  • Invoices sent/paid
  • Any pending issues
• Submit to Kimberley at the end of each month.

2. Evaluate Operations

• Reflect on:
  • Any delays, cancellations, or miscommunications
  • Suggestions to improve workflow, tracking, or communication

Key Tools & Platforms

• Email: Gmail
• Calendar: Google Calendar
• Communication: WhatsApp
• Inventory Tracker: Google Sheets
• Invoicing: QuickBooks

Performance Metrics

• Sessions scheduled promptly and accurately
• Supplies restocked without delay
• Timely communication with artists and homes (within 24 hours)
• Invoices sent and paid on time
• Clear, organized reporting to Kimberley

Yes, I want to be part of Young at Heart!!

Please email Kimberley your resume
​ [email protected]