Operations & Finance Specialist – AI & Automation

This is a fully remote position, open to applicants in Philippines, +1 more country.

📋 Description

• Offer direct administrative assistance to company executives.

• Oversee calendars, arrange meetings, organize appointments, and prioritize commitments of executives.

• Prepare agendas for meetings, organize supporting documents, take minutes, and monitor follow-up actions.

• Compose and refine emails, reports, presentations, letters, and various business communications.

• Coordinate travel plans, reservations, itineraries, and associated logistics.

• Assist with special projects, ensuring that deadlines and commitments are met.

• Communicate with employees, tenants, vendors, lenders, business partners, and other stakeholders.

• Help executives stay organized across various companies, properties, and projects.

• Prepare and maintain financial reports, operational dashboards, budgets, and forecasts.

• Analyze revenue, expenses, occupancy rates, cash flow, and budget discrepancies.

• Aid in monthly KPI assessments and clarify trends and results.

• Execute financial models for acquisitions, developments, and other business decisions.

• Identify processes that can be enhanced using AI, automation, or system integration.

• Develop and maintain AI-assisted workflows for finance, accounting, operations, marketing, leasing, construction, and executive administration.

• Use AI tools to analyze data, summarize documents, prepare reports, draft communications, and facilitate decision-making.

• Create automated dashboards, templates, and internal tools.

• Assess AI applications and recommend advantageous tools.

• Connect information across accounting, property management, payroll, expense management, and construction systems.

• Provide training for employees on approved AI tools.

• Measure improvements in efficiency, accuracy, productivity, and cost.

• Administer company software platforms and business systems.

• Manage the onboarding and offboarding of technology, including accounts, permissions, and equipment assignments.

• Coordinate with hardware, software, and IT service vendors.

• Evaluate and implement technology solutions.

• Provide basic technical support and troubleshooting.

• Monitor software subscriptions, licenses, and renewals.

• Assist with cybersecurity, access controls, password management, and technology best practices.

• Support integrations across HR, payroll, accounting, communication, and operational platforms.

• Keep executives organized and focused on their priorities.

• Generate accurate and timely financial reports.

• Enhance visibility into company and property performance.

• Minimize repetitive administrative and financial tasks.

• Improve the accessibility of company information and facilitate quicker, better-informed decisions.

⛳️ Requirements

• Prior experience as an executive assistant, financial analyst, accountant, business analyst, or a similar role.

• Strong organizational and time management skills.

• Experience with financial reporting, budgeting, accounting, or data analysis.

• Advanced proficiency in Microsoft Excel or Google Sheets.

• Keen interest in artificial intelligence, automation, and emerging business technologies.

• Excellent written and verbal communication abilities.

• Exceptional attention to detail, judgment, discretion, and follow-through.

• Capability to manage multiple priorities in a dynamic, entrepreneurial environment.

• Ability to work independently, anticipate requirements, and take ownership of tasks.

• Comfortable with researching new technologies and learning unfamiliar software.

• Experience supporting a business owner, executive, or senior leadership team is preferred.

• Familiarity with financial modeling, dashboards, or business intelligence platforms is preferred.

• Experience in commercial real estate, property management, construction, self-storage, or real estate development is preferred.

• Familiarity with ChatGPT, Microsoft Copilot, Power BI, Power Automate, Zapier, Make, or similar platforms is preferred.

• Working knowledge of APIs, SQL, Python, or other automation tools is helpful but not mandatory.

• CPA, CMA, MBA, or another relevant certification is advantageous but not required.

• Availability to work Monday–Friday, 8:00 AM–5:00 PM Central Time.

• Proficiency in English is required for business communications and application materials.

• Ability to operate as an independent contractor.

• Must provide personal equipment, manage personal taxes, and secure personal benefits if engaged as an independent contractor.

🏝️ Benefits

• Option for remote work.

• Flexible work and location opportunities within eligible regions.

• Independence as a contractor.

• Freedom to manage work on your own terms.

• Note: As an independent contractor, the individual is responsible for their own equipment, taxes, and benefits.