Operations Specialist Overview:
The Operational Specialist is a critical team member whose primary objective is to provide strong follow-through, support, and management on the execution of operational functions within the company. The Operational Specialist requires cross-department collaboration, high attention to detail, and the skill to anticipate opportunities and challenges.
Top 5*
- Human Resource Operational Support
- Accounting Oversight
- Policy & Procedure
- IT & Systems support
- Office Management
*Top 5 refers to the top 5 essential duties this position is responsible for fulfilling – these are the primary items they are accountable for. This individual has complete ownership of completing, maintaining, and improving the duties in their Top 5.
Top 5 Overview:
Human Resources
- Manage Gusto, our online team portal. This includes making sure that all information remains up to date.
- Onboard new team members to all internal systems
- Support the hiring process by scheduling interviews, posting positions, and project management of candidate experience through internal checklist
Accounting Oversight
- Prepare financial reports as requested by the executive team using Quickbooks
- Manage accounts receivable, ensuring that all invoices have been sent and following up when clients are past due
- Managing accounts payable is kept up to date with all vendors while also managing cash flows
Policy & Procedure
- Creating and maintaining organizational standard operating procedures and keeping them
updated
IT & Systems support
- Keeping all technology platforms updated
- Reviewing or researching new platforms when needed
- Maintaining files/drive organization
- Helping find efficiencies within all operating systems
Office Management
- Making sure that all inventory is recorded correctly
- Purchasing office supplies and additional inventory when needed
Company Expectations
- Attend monthly all hands (team) meetings
- Attend weekly meetings with the Administrative Director, plus for any additional collaborations
- Anticipate and solve roadblocks
- Proactively communicate both externally and internally
- If capacity exists, help with or manage special projects
- Maintain, improve, and build processes
- Exercise mental health days or time away from the office to do what brings you joy outside the office!
Required Skills & Knowledge:
- Fluent and strong command of the English language and grammar
- Experience with G-Suite, MS Office, and Zoom
- Experience with Hubspot CRM, ClickUp, Shopify, and Quick Books
- Demonstrated ability to meet deadlines and manage multiple tasks or projects in a timely manner with constantly shifting priorities
- Excellent communication, particularly with customer service
- Ability to complete work independently with limited oversight
- Minimum of 3+ years of direct operational experience or equal.
Supervisory:
Administrative Director
Compensation:
$27 to start (or more, based on experience and skill level)
Benefits:
Paid Holidays plus free registration to the Bridge Builder Institute.
Availability:
The Operations Specialist is estimated to work 32-hours per week regularly, with the ability to flex for increased hours as needed and as approved. The Operations Specialist should maintain a consistent schedule and be available for weekly team meetings while working. We operate Monday through Thursday, within the general business hours of 9am-5pm CT. We ask all staff to especially be available between 12-5pm CT for cross-team collaboration.
Please apply to: