Position Title: Operations Manager
Department: International Operations
Location: Virginia Beach, Virginia (On-Site)
Reports To: Senior Vice President (SVP), Operations
Work Schedule: Monday-Friday, [redacted], excluding designated company holidays. Additional hours as operational requirements dictate.
Position Summary
CAVU International is seeking an experienced Operations Manager to play a key leadership role in planning, coordinating, and executing domestic and international coaching operations. Reporting to the SVP of Operations, this individual will translate organizational priorities into disciplined execution, operational readiness, and measurable outcomes.
The successful candidate will combine offshore oil and gas coaching expertise, proven leadership, and sound operational judgment with a forward-looking mindset. This hands-on leader will anticipate requirements, strengthen processes, and support scalable growth while delivering safe, reliable client service.
1. Position Requirements and Qualifications
- Location and Availability: Must reside in the Virginia Beach area and work on-site at CAVU's Virginia Beach office, Monday through Friday, [redacted], excluding designated company holidays(10).
- Military Leadership Experience: Extensive military leadership experience, preferably 20 or more years, with demonstrated success leading personnel, managing complex operations, and developing high-performing teams. Equivalent experience in high-risk, safety-critical operating environments may be considered.
- Oil & Gas Coaching Experience: Must have demonstrated coaching experience within the offshore oil and gas industry, including familiarity with offshore operations, safety leadership, and workforce performance improvement.
- Leadership and Communication: Must demonstrate excellent leadership, organizational, interpersonal, and communication skills, with the ability to coordinate effectively across multiple projects, clients, and geographic locations.
- Independent Decision-Making: Must be capable of managing competing operational priorities, exercising sound judgment, and resolving time-sensitive challenges with minimal supervision.
- Operational Flexibility: Must be available to support extended workdays, after-hours requirements, weekends, and holidays when necessary to maintain operational continuity.
2. Operational Leadership and Management Responsibilities
- Report directly to the SVP of Operations and support the execution of assigned operational priorities, initiatives, and management responsibilities.
- Own assigned operational outcomes within delegated authority, including timely coordination, issue resolution, escalation, and follow-through.
- Assist in the daily oversight and coordination of CAVU's domestic and international coaching operations.
- Provide direct operational support to Project Managers, Client Managers, and assigned coaches to ensure continuity and quality of client services.
- Identify, communicate, and assist in resolving operational challenges, staffing gaps, scheduling conflicts, and urgent client requirements.
- Maintain situational awareness of active coaching assignments, personnel movements, and emerging operational risks.
- Respond to urgent operational matters outside normal business hours, including weekends and holidays, as required.
- Billable Coaching Target: Maintain an annualized target averaging eight qualifying client days per month, subject to client demand, scheduling, and operational priorities.
- Billable Coaching Incentive: Eligible for a $500 bonus per qualifying billable client day under the company's written policy and individual offer letter.
- Perform additional duties and special projects as assigned by the SVP of Operations.
3. Coach Development, Qualification, and Training
- Be prepared to help deliver CAVU's advanced-level Coach Mobilization Preparation (CMP) training modules, presentations, and practical exercises in support of the Training Manager's requirements.
- Lead Basic Coaching and Demo-Do presentations, demonstrations, and hands-on learning activities as required by the Training Manager.
- Be prepared to facilitate CAVU's Human Performance Instructor (HPI) courses.
- Coordinate and track required certifications, recurring qualifications, and professional development activities.
- Support periodic reviews and updates of coach curriculum vitae (CVs), with a goal of maintaining current information through six-month reviews.
- Maintain a forward-looking coach qualification and readiness tracker, including advance notice of expiring credentials and upcoming training needs.
4. Journey Management and Operational Communications ( These duties will be shared with the SVP of Operations)
- Monitor designated Journey Management project communication channels for all active coaching personnel, including before and after normal business hours and on weekends, as operationally required.
- Track and acknowledge coach travel, personnel movements, and required Journey Management communications.
- Provide the SVP of Operations with daily confirmation of Journey Management monitoring and response status, identifying outstanding acknowledgments, discrepancies, or concerns.
- Promptly investigate and follow up on missing, delayed, or incomplete Journey Management communications.
- Elevate significant operational or personnel safety concerns to the appropriate Project Manager, Client Manager, and SVP of Operations.
- Coordinate after-hours and emergency responses to ensure timely resolution and appropriate management awareness.
- Manage extended-duty requirements using appropriate fatigue-management practices, including a maximum operational duty window of 16 hours, with required 8-hour rest and recovery period.
- Apply fatigue-risk controls and applicable client, legal, and safety requirements. Duty and rest limits must account for travel, actual recovery opportunity, and any more protective requirements; exceptions require documented authorization.
5. Scheduling, Event Management, and Administrative Oversight
- Maintain and update CAVU's Master Operations Calendar and Scheduling Spreadsheet, ensuring accurate documentation of all scheduled coaching and operational events.
- Populate and maintain the Event Title Change Database when new events are established or existing assignments are modified, as directed by the SVP of Operations.
- Maintain a comprehensive, sequentially organized Event Title and Schedule Change Log, documenting all officially communicated scheduling actions.
- Prepare and distribute Event Title and Schedule changes to designated personnel via email, supporting approximately 200-250 scheduling updates annually.
- Ensure all scheduling communications are accurate, timely, and aligned with the current Master Operations Calendar.
- Maintain and report monthly scheduled coaching-day totals, including a rolling three-month forecast of anticipated client activity.
- Coordinate with appropriate stakeholders to resolve scheduling discrepancies and maintain accurate operational records.
- Own coordination and tracking of required international visas, work permits, and related travel documentation, in collaboration with appropriate internal and external stakeholders.
- Track annual coaching-day totals to support year-end operational reporting and financial reconciliation.
6. Financial and Budget Management
- Assist the SVP of Operations in developing, tracking, and maintaining the annual Operations budget.
- Monitor monthly actual expenditures against planned budget allocations and identify significant variances.
- Support monthly and annual budget reviews, projections, adjustments, and financial planning requirements.
- Maintain accurate records of operational expenditures and financial commitments to support informed management decisions.
- Coordinate with Finance to ensure scheduled coaching days, billable assignments, and operational activities are accurately documented for invoicing and year-end accounting.
- Provide timely monthly budget and operational financial updates to the SVP of Operations.
- Use the rolling three-month forecast to identify resource constraints, upcoming mobilization risks, and staffing needs early enough to take corrective action.
- Provide a concise monthly operations dashboard summarizing budget variances, billable coaching activity, resource utilization, and forward-looking risks.
7. Performance Expectations and Accountability
The Operations Manager is expected to demonstrate:
- Operational Reliability: Consistent, timely, and accurate execution of assigned operational and administrative responsibilities.
- Proactive Communication: Promptly acknowledge, follow through on, and escalate important operational issues.
- Scheduling Accuracy: Accurate maintenance of operational schedules, event titles, change logs, and coaching-day reporting.
- Leadership Coach/Mentor/Instructor: Ability to independently deliver CMP training and lead HPI engagements to CAVU's established standards.
- Responsiveness: Effective management of urgent operational requirements, including appropriate after-hours support.
- Financial Accountability: Accurate tracking and reporting of operational expenditures, schedules, and billable activity.
- Teamwork and Professionalism: Strong commitment to supporting CAVU's coaches, Project Managers, Client Managers, and executive leadership.
- Continuous Improvement: Proactive identification and implementation of opportunities to improve operational processes, efficiency, and organizational effectiveness.
- Measurable Expectations: Maintain documented and communicated approved schedule changes; provide a current rolling 90-day coaching and staffing forecast; complete monthly budget-variance and operational reporting; track required coach qualifications with advance expiration alerts; document quarterly process-improvement actions; meet annualized coaching targets subject to client demand.
Position Expectations
This full-time, on-site leadership and operational support position requires a high degree of accountability, flexibility, attention to detail, and personal initiative.
The successful candidate must be equally comfortable leading experienced coaches in the field, delivering advanced professional training, managing complex operational schedules, and performing detailed administrative functions.
The Operations Manager will serve as a trusted operational partner to the SVP of Operations, helping ensure CAVU International consistently delivers safe, reliable, and high-quality coaching services to its clients worldwide.
Through disciplined execution, proactive planning, and leadership development, this position directly supports CAVU International's mission: Building leaders and teams that perform safely when it matters most.
