Operations & Administrative Specialist

Role Overview

The Operations & Administrative Specialist supports the company's day-to-day operations and

administrative functions while helping improve internal processes, systems, and workflows. This

is a hands-on, cross-functional role requiring strong organization, follow-through,

problem-solving, and comfort with technology.

Responsibilities

Administrative & Executive Support

• Manage calendars, scheduling, meetings, and Zoom coordination.


• Monitor and respond to company email inquiries.


• Assist leadership with special projects and time-sensitive requests.


• Maintain internal knowledge bases, company records, and internal resources.

Reporting & Sales Operations

• Maintain operational reports, spreadsheets, and dashboards.


• Gather and organize data from company systems and prepare updates for leadership.


• Assist with sales operations, CRM management, payment-status inquiries, and tracking outstanding items.

Operations & Process Improvement

• Help streamline repetitive tasks and improve operational efficiency.


• Identify process inefficiencies and recommend practical improvements.


• Coordinate with employees, vendors, clients, and service providers to keep work


• moving.


• Coordinate day-to-day operations, projects, deadlines, and outstanding tasks.

Systems & Technology

• Maintain and support company systems, including Zoho, Google Workspace, RingCentral, Gusto, Zoom, Trello, and Stripe/payment platforms.


• Assist with software implementations, updates, migrations, and workflow changes.


• Provide staff support for routine technology and software questions.


• Help maintain accurate information across company systems and assist with basic


• automation.

Recruiting & Employee Support

• Manage Indeed and LinkedIn Recruiter, source candidates, and maintain the applicant pipeline.


• Coordinate and conduct initial interviews.


• Assist with employee onboarding and training on company systems.


• Assist with payroll, benefits, employee records, and routine compliance administration through Gusto and related providers.


• Provide backup support for property inspection pipeline and inspector recruiting.

Qualifications

• 4+ years of experience in operations, administration, executive assistance, project coordination, or a similar role.


• Excellent organizational, communication, and time-management skills.


• Strong attention to detail and follow-through.


• Comfortable managing multiple priorities and working independently.


• Strong problem-solving skills and a proactive approach.


• Technologically proficient and comfortable learning new software.


• Experience with Zoho, Gusto, Google Workspace, RingCentral, Trello, or similar platforms is a plus.


• Recruiting or professional services experience is a plus.

Nice to have: Familiarity with AI tools such as Claude.