Operations Specialist

Position Type: Full-Time | Remote

Working Hours: U.S. Business Hours

About the Role

We’re looking for a highly organized, proactive, and dependable Operations Specialist to support daily operations, maintain efficient workflows, and keep team activities on track. You’ll coordinate administrative tasks, maintain accurate records, monitor project progress, and help improve internal processes.

This role is ideal for someone who takes ownership, communicates proactively, and can bring structure and consistency to a fast-paced remote environment.

Key Responsibilities

Administrative & Operational Coordination

• Manage day-to-day administrative tasks, including scheduling, documentation, and internal communication.
• Support the team with operational requests and ensure routine activities run smoothly.
• Keep administrative information organized, accurate, and accessible.

Process Support & Improvement

• Assist in building, maintaining, and improving operational processes and workflows.
• Identify inefficiencies and suggest practical ways to improve team productivity.
• Help establish consistent procedures and ensure processes are followed correctly.

Data & Records Management

• Organize and maintain accurate records, files, reports, and documentation.
• Keep internal information current and easy to retrieve.
• Review records for accuracy and consistency.

Cross-Team Communication

• Coordinate between departments to keep tasks and workflows moving forward.
• Follow up with team members on pending tasks, deadlines, and deliverables.
• Flag blockers, delays, and issues early to the appropriate stakeholders.
• Keep teammates informed of progress and outstanding priorities.

Tools, Systems & Project Tracking

• Support the day-to-day use and upkeep of internal tools and platforms.
• Help ensure systems are used consistently and correctly.
• Monitor ongoing tasks and projects, update trackers, and report progress.
• Surface potential delays and follow up to ensure timely completion.

Required Experience & Skills

• Proven experience in operations, administration, coordination, or a similar role.
• Experience in an agency or professional services environment is preferred.
• Strong organizational skills and the ability to manage multiple priorities without losing attention to detail.
• Familiarity with project management tools, spreadsheets, and team communication platforms.
• Strong written and verbal English communication skills.
• Ability to coordinate effectively across a remote team and different time zones.
• Excellent follow-through, problem-solving, and time management skills.
• Reliable internet connection and a dedicated workspace suitable for full-time remote work from the Philippines.

Perfect Fit / Culture

You’ll thrive in this role if you take ownership of your responsibilities without needing constant reminders. You naturally create structure, maintain accurate records, and communicate updates before being asked. You’re dependable, detail-oriented, and proactive about resolving issues before they affect the team.

You understand that strong operations depend on consistent processes, clear communication, and reliable follow-through.

Typical Day

• Review open tasks, team messages, and operational priorities.
• Update project trackers and follow up on pending items.
• Prepare reports, documents, and other administrative materials.
• Coordinate with departments to keep workflows moving.
• Handle incoming administrative requests and maintain organized records.
• Identify process gaps and help implement improvements.
• Attend team check-ins as needed while managing independent work.

Interview Process

1. AI Screening
2. Client Interview
3. Offer Stage

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