Operations Coordinator – 16084546653

LOOKING FOR FILIPINO CITIZENS RESIDING IN THE PHILIPPINES

Position: Operations Coordinator

Work Hours: Available for at least 4 hours in the Eastern Standard Time zone (EST – New York/Boston) between normal business hours of 8:30AM-5pm. The remainder of daily work time can be whatever period suits the candidate. 

Holidays : TBD

Pay Range: $800 – $1200

Responsibilities

User Mgt – SaaS Application Operations – Access, Usage, Security Management 

  • Onboard and Offboard employees from the technology ecosystem including management of ID’s, Log-ins, access rights, etc.. 
  • Adding/deleting employee access in applications and documenting changes
  •  Manage two-factor authentication and receipt compliance across the company
  •  Monitor paid subscriptions usage and make recommendations to remove superfluous subscriptions from our technology stack 
  •  Onboard hourly or monthly payment contractors in our HRIS (Gusto) and collecting their forms
  • We use MS Office, Google Suite / Workspaces, Asana, Slack, Gusto, Zoom, Squarespace, HubSpot, and others

Finance Operations 

– Invoice Management 

  • Create, send, and schedule invoices – in Quickbooks
  •  Document invoice payments from our clients – Receive invoices from contractors, review for compliance and correctness, and schedule payments 
  • Ensure all contractor invoices are compliant with travel policy

– Payroll System Operations & Management 

  • Make changes to payroll as needed 
  • Monitor banking to ensure funds are appropriately allocated 
  • Upload rosters for retirement benefit

– Monitor Finance Policy

  • Create, remove, and modify corporate expense cards and monitor expense policy 
  • Travel policy monitoring

– Compliance & Procurement 

  • Compliance – to required processes and rules we must adhere to according to client or state/federal regulations & rules. Understand requirements and uphold. 
  • Vendor Set Up Management & Compliance – we are a vendor to many clients. Each Client has a unique set of supplier requirements that we must adhere to. The candidate will have experience ensuring that we are set up correctly, adhere to their requirements, and monitor our compliance with their processes. 
  • Manage employee annual benefits enrollment period
  • Gather yearly quotes for Professional and Employee Insurance
  • Complete back-end procedures for the company’s yearly benefits enrollment period
  • Investigate how to set up or manage/delete State Tax Accounts for USA state-based employees
  • Investigate & update State tax rates in our HRIS 
  • Manage inboxes and document repository digital sites, monitor for necessary or recommend action items / to-do’s, manage those tasks and complete action items.
  • Maintain compliance for all the company’s certifications (BCorps, NGLCC) 
  • Vendor / Partner / Client

– Complete processes to onboard the company’s a supplier with new accounts

– Enroll the company as a Diverse Supplier with all clients

Misc

  •  Answer ad-hoc questions for employees regarding the company’s back-end systems 
  •  Task and management of requests in Asana. High proficiency and usage of Asana to manage and report on all work. 
  •  Process Improvement: Identify opportunities to streamline processes and improve operations efficiency. 

Business Development Operations Coordination & Testing / Materials Coordination

  • Review company designed and generated materials to test before launch identifying areas for improvement, any type of mistakes or other corrections needed. 
  • Coordinate materials (printing / delivery) for occasional on-site training experiences at Client sites 
  • Set appointments and follow up on leads 
  • Track progress toward meeting lead scoring and input lead scoring updates 
  •  Generate leads and build relationships by nurturing warm prospects and finding new potential sales outlets 
  • Identify best practices to refine the company’s lead generation playbook 
  • Utilize email or other non-live contact methods to generate movement through lead conversion funnel 
  • Help qualify potential leads as sales opportunities 
  • Set up meetings or calls between (prospective) customers and our team 
  • Enter and update customer information in the lead scoring database and/or CRM tool 
  • Develop and implement operational procedures to improve efficiency and productivity 
  • Collaborate with cross-functional teams internally to ensure seamless communication and coordination 
  •  Analyze data to measure operations performance and identify areas for improvement 
  • Continuously evaluate and improve processes and systems to enhance overall operations performance 
  • Perform administrative tasks 
  • Maintain schedule of operations 
  • Basic bookkeeping, budgeting, AP/AR, etc. 
  • Draft reports and correspondence 
  •  Attend meetings and takes meeting notes 
  • Assist managers and supervisors in developing policies and procedures by researching like company best practices/examples 
  • Occasionally ensure travel arrangements, budgeting, and reimbursements 
  • Solve problems associated with vendors regarding shipments, billing, payments and statements 
  • Coordinate event planning for webinar or other meeting related events.

Requirements

  • Available for at least 4 hours in the Eastern Standard Time zone (EST – New York/Boston) between normal business hours of 8:30AM-5pm. Remainder of daily work time can be whatever time period suits the candidate. 
  • Has excellent communication skills 
  • Has great attention to detail 
  • Organizational Skills 
  • Ability to meet deadlines 
  • Proficiency in Asana project management software and Slack communications tool. MS Office and/or Google Suite of products experience. 
  • Experience managing remote teams in a virtual environment 
  • Excellent communication and interpersonal skills 
  • Strong administrative operations leadership and problem-solving skills 
  • Demonstrated ability to manage multiple projects simultaneously and prioritize tasks effectively 
  • Strong analytical and data-driven decision-making skills 
  • Relevant training and/or certifications as an Operations Assistant 
  • Requires minimal supervision 
  • Uses asynchronous communication to keep all up to date / etc..

Requirements

  • Previous experience in operations coordination or a similar role
  • Excellent organizational and time management skills
  • Strong attention to detail and problem-solving abilities
  • Ability to work independently and collaboratively in a fast-paced environment
  • Proficient in Microsoft Office Suite and project management tools
  • Strong communication and interpersonal skills
  • Bachelor’s degree in business administration or a related field (preferred)