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.