Position Summary

We’re pleased to announce that we’re now hiring an Operations Coordinator to join our team! To support our rapid growth, we’re looking for a mission-driven, flexible, go-getter to work directly with our Executive Team. The ideal candidate has excellent relationship skills and understands how to present software with the highest level of professionalism and provide a customer experience that is second to none. A strong passion for ensuring we have the happiest customers in the market and the energy when presenting new software to a contagious audience. This person will work closely with the CEO and other various executive team members to support the day-to-day operations of the business as it grows and evolves.

Responsibilities

The Operations Coordinator will:

• Project Filing and Archiving; Set up and maintain a document and filing retention system with a listing of all active files and stored files. Make sure all files are kept in an organized manner and that both paper and digital copies exist.
• Filing critical reports and documents, ensuring contracts, invoices, and payments for vendors, partners, and clients exist in both paper and digital company files.
• Attaining and following up on proposals
• Arranging site visits and coordinate traveling when needed
• Managing calendars
• Responding to emails
• Taking official minutes/notes in meetings
• Monitoring deadlines
• Support each department with any admin needs.
• Employee Relations and maintenance of Employee HR Records.
• Development and Maintenance of Human Resource documentation.
• Executed and manage recruitment strategies, full cycle of recruiting process.
• Develop policies and procedures written and stored for future use when not available.
• Create and manage group benefits plans, retirement plans, harassment prevention training.
• Applicable experiences in understanding and preparing documents for filings with government agencies, draft and review corporate contracts, agreements, and employment contracts under the supervision of lawyers.
• Support in the handling of regulatory complaints and proceedings such as wage and hour disputes, unfair labor practices, wrongful terminations, etc. under the supervision of lawyers.
• Maintain, negotiate and administrate the entire corporate insurance policies.
• Coordination of Company events.
• Organization of front office area, conference rooms, coffee/break rooms, and all table and filing areas on the first and second floor. The office area is to be kept neat and presentable at all times.
• Order all office supplies, business cards, etc. Coordinate the organization of all supplies and submit all paperwork to accounting promptly.
• Collect and distribute all information for insurance needs – business-related.
• Project Filing and Archiving; Set up and maintain a document and filing retention system with a listing of all active files and stored files. Make sure all files are kept in an organized manner and that both paper and digital copies exist.
• Filing critical reports and documents, ensuring contracts, invoices, and payments for vendors, partners, and clients exist in both paper and digital company files.
• Attaining and following up on proposals
• Arranging site visits and coordinate traveling when needed
• Managing calendars
• Responding to emails
• Taking official minutes/notes in meetings
• Monitoring deadlines
• Support each department with any admin needs.
• Employee Relations and maintenance of Employee HR Records.
• Development and Maintenance of Human Resource documentation.
• Executed and manage recruitment strategies, full cycle of recruiting process.
• Develop policies and procedures written and stored for future use when not available.
• Create and manage group benefits plans, retirement plans, harassment prevention training.
• Applicable experiences in understanding and preparing documents for filings with government agencies, draft and review corporate contracts, agreements, and employment contracts under the supervision of lawyers.
• Support in the handling of regulatory complaints and proceedings such as wage and hour disputes, unfair labor practices, wrongful terminations, etc. under the supervision of lawyers.
• Maintain, negotiate and administrate the entire corporate insurance policies.
• Coordination of Company events.
• Organization of front office area, conference rooms, coffee/break rooms, and all table and filing areas on the first and second floor. The office area is to be kept neat and presentable at all times.
• Order all office supplies, business cards, etc. Coordinate the organization of all supplies and submit all paperwork to accounting promptly.
• Collect and distribute all information for insurance needs – business-related.

Requirements

• About You We’re looking for an entrepreneurial-minded, highly organized, self-starter that’s eager to learn and get involved in many facets of our growing organization. Our ideal candidate will possess:
  • A bachelor’s degree
  • 5+ years of experience as an Executive Assistant, Administrative Assistant, Secretary, Office admin, HR, Accounting or similar
  • Exceptional communication skills (both in written and verbal form)
  • A growth mindset
  • Strong time management and ability to meet deadlines
  • Organizational skills and ability to multitask.
  • Ability to work in a fast-paced environment and make decisions despite ambiguity.
  • Desire to learn and grow
  • Ability to take on a lot and know how to order it in priority without getting stressed.

  Expectations: A successful person will display the following skills and attributes.

  • Strong writing capabilities and attention to detail and grammar
  • Accountable
  • Big Picture Thinking and a “can-do attitude”
  • Communication
  • Creativity
  • Customer and Market Savvy
  • Flexibility
  • Interpersonal Savvy
  • Multi-Tasking
  • Results/Action Oriented

The position will report to the headquarters office daily in Irvine, CA.