Job Openings Operations Coordinator

About the job Operations Coordinator



Role Summary

We are looking for a highly organized, detail-oriented Operations Coordinator / Executive Assistant to support daily internal operations and ensure smooth execution across multiple departments including Administration, HR, Finance, Sales, and Project Operations.

This role is the operational backbone of the company responsible for scheduling, documentation, onboarding/offboarding, payment processing, internal communication, and cross-team coordination.

The ideal candidate is proactive, reliable, process-driven, and comfortable working in a fast-moving digital agency environment.

Full-Time / 100% Remote/ 9AM-5PM (PST) 

Key Responsibilities

1. Administration & Executive Assistance

  • Manage and maintain the company calendar; schedule all internal and client meetings

  • Maintain and update platform access, passwords, and the Employee Access Sheet

  • Oversee and maintain the internal Knowledge Base (Slab)

  • Send company-wide announcements on Slack (#team)

  • Prepare daily task summaries and weekly updates for leadership 

  • Review and monitor inboxes; forward action items to relevant team members

  • Respond to daily Slack requests (access, links, recordings, scheduling, information requests)

  • Maintain communication flow between the Board and the internal team

  • Monitor Slack channels and ensure messages are answered and delegated appropriately

2. Human Resources (HR)

  • Manage full onboarding for new hires (offer letters, accounts, access setup, welcome sessions)

  • Conduct Day-1 onboarding meetings

  • Execute offboarding processes (revoke access, update sheets, final payments)

  • Assist in recruiting tasks when needed

  • Handle payroll tasks (Hubstaff, Bill.com, Upwork payments; update tracking sheets)

  • Process hiring test project payments and bonuses via HRP and Bill.com

  • Add absence notes and employee updates in HRP and Hubstaff

  • Run background checks (Certn, White Bridge)

  • Track shift completion weekly and follow up with team members

  • Remove shifts in Hubstaff when needed

3. Finance Operations

  • Reconcile invoices between WHMCS and Bill.com; update billing spreadsheets

  • Track payments across Hubstaff, Bill.com, Upwork, Fiverr, Certn, and others

  • Create vendor payments in Bill or PayPal and send links to COO for approval

  • Issue refunds through Bill.com or WHMCS following SOPs

  • Send ACH/CC forms to clients via PandaDoc

  • Create invoices for new clients

  • Verify first payments for new clients and notify AMs once confirmed

4. Sales Support

  • Prepare proposals in PandaDoc based on Sales Lead inputs

  • Update lead and client information inside CRM systems

  • Update the Client Onboarding pipeline within GoHighLevel

  • Notify #sales-internal Slack when proposals are signed

  • Send follow-up communications for proposals (based on Sales Lead guidance)

5. Project Operations

  • Set up new client accounts according to SOPs

  • Schedule kickoff and ongoing client calls

  • Assist Operations Manager with assigned tasks and projects

  • Offboard clients and update the Client Health Sheet

  • Manage holiday card/gift projects annually


Requirements

Must-Have Skills

  • Strong organizational and project management skills

  • Excellent written and verbal communication (English)

  • Experience with digital tools such as:

    • Slack, Google Workspace, Hubstaff

    • Bill.com, PandaDoc, WHMCS, HR Partner

    • GoHighLevel / CRM platforms

    • Slab, Teamwork, Miro

  • High reliability, discretion, and accountability

  • Ability to manage multiple tasks simultaneously in a fast-paced environment

  • Strong attention to detail and consistency

  • Experience in operations, admin, or EA roles

Nice-to-Have

  • Experience in digital agencies or tech companies

  • Familiarity with HR/payroll systems

  • Basic understanding of project management methodologies

  • Experience coordinating with marketing and SEO/PPC vendors

Success Criteria (What Great Looks Like)

  • Calendar, meetings, and internal coordination run smoothly with no gaps

  • Leadership always receives accurate weekly updates

  • Onboarding/offboarding is zero-friction and fully documented

  • Payments, vendor tasks, and reconciliations are always on time

  • Slack and email communications are handled proactively

  • No operational task gets lost everything is tracked and closed


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