Operations Specialist

This is a fully remote position, open to applicants in Philippines.

📋 Description

• Act as the main non-payroll liaison for contractors.

• Conduct scheduled check-ins with contractors at 7, 30, 60, 90 days, and annually.

• Organize contractor engagement activities, such as anniversaries, birthdays, recognition events, and team-building moments.

• Monitor PTO, contractor modifications, and lifecycle events.

• Assist with contractor onboarding and offboarding processes, including documentation, account setup, access, and initial week experiences.

• Manage independent contractor agreements, tax documents, background checks, and compliance paperwork.

• Alert the CEO to contractor issues, morale concerns, or retention indicators.

• Gather and organize contractor timesheets, invoices, reimbursements, bonuses, and adjustments.

• Prepare payroll and billing data for review while aiding in reconciliation and tracking discrepancies.

• Keep contractor master files, billing logs, and payment records updated.

• Oversee client and hiring project trackers in Monday.com.

• Monitor hiring milestones, interviews, feedback, offers, and start dates.

• Track outstanding client and internal action items, highlighting stalled or overdue tasks.

• Facilitate scheduling, documentation, and follow-up processes.

• Aid in client onboarding, post-placement workflows, and regular client reporting.

• Maintain Monday.com boards, Google Sheets, Workable, and reporting dashboards.

• Organize shared Google Drive files, ensuring consistency across all systems.

• Identify duplicate, missing, outdated, or inconsistent information.

• Support data cleanup and system migrations.

• Maintain templates, checklists, SOPs, and operational documentation.

• Generate regular operational reports and update dashboards and KPI trackers.

• Compile information from various systems, prepare meeting agendas, and follow up on action items.

• Test new workflows, suggest practical enhancements, and assist with special projects.

⛳️ Requirements

• Minimum of 3 years in Operations, Business Administration, HR Operations, Recruitment Operations, or Customer Operations.

• Exceptional organizational and follow-through capabilities.

• Strong skills in spreadsheet management and data organization.

• Remarkable attention to detail.

• Ability to navigate multiple systems and manage recurring deadlines independently in a dynamic remote environment.

• Proficient problem-solving and critical-thinking abilities.

• Excellent written English and professional communication skills.

• High level of integrity and discretion regarding financial and personal information.

• Approachable and people-oriented in interactions with contractors.

• Preferred: experience working with a U.S.-based company, startup, or professional services organization.

• Preferred: background in contractor engagement, HR administration, or people operations.

• Preferred: familiarity with Monday.com, Google Sheets, Workable, HubSpot, QuickBooks, Xero, Wise, or Stripe.

• Preferred: experience in supporting payroll, billing, recruiting, HR, or contractor operations.

• Preferred: knowledge of creating or maintaining SOPs and utilizing automation/AI tools such as Zapier, Make, or Google Apps Script.

🏝️ Benefits

• Competitive compensation package.

• Regular payday in USD, occurring twice a month.

• Permanent remote work opportunity, allowing you to work from anywhere in the world.

• Milestone gifts and birthday celebrations.

• Team offsites, meetups, virtual town halls, and opportunities for international paid travel.

• Supportive global networking community.

• Access to mentorship, advocacy, and support.

• Opportunities for promotions, raises, and increases in scope.