Operations Specialist

Positive Overview We are seeking a highly organized and self-starting Operations Specialist to provide comprehensive strategic and administrative support to our senior leadership team and personnel.

The ideal candidate will be a proactive, ambitious, and extremely detail-oriented professional with excellent communication and interpersonal skills.

This role requires a high degree of discretion, confidentiality, and the ability to manage multiple workstreams in a fast-paced environment.

A key requirement is proven expertise in Microsoft Word and Microsoft Excel, as demonstrated by relevant certifications and work samples.

There will be tremendous opportunities for growth as the company continues to rapidly scale.

Compensation and Work Schedule Annual Salary :

• $75,000.00 + Bonuses (subject to applicable withholdings) Position Classification : Exempt Employment Type : Full-time Work Schedule and Location : Hybrid, working 3 days per week in the office.
• Must be located in the Philadelphia area Key skills and qualifications 3+ years of experience in an administrative role, with prior experience supporting senior leadership and C-suite.
• Previous experience in Human Resources is a plus.
• Ability to function well in a high-paced environment; perform additional duties as assigned by management and executives.
• Must be highly proficient with office software suites, such as Microsoft Office (Word, Excel, PowerPoint) and other organizational and communication tools.
• Must possess exceptional abilities in organizing, prioritizing, and managing multiple tasks and projects at once to meet deadlines on time.
• Excellent verbal and written communication skills are required and is essential for corresponding with and representing the executive team.
• A proactive and independent problem-solver who can anticipate needs and handle unexpected challenges with a sense of urgency.
• Prior experience reviewing monthly P&L statements, managing / correcting GL accounts, and reporting on budget vs. actuals is preferred.
• Key Responsibilities Office Administration Manage our physical office; create an inventory management system (gear, equipment, swag, supplies, etc.), order more inventory, and be the go-to person for office-related questions, tasks, and issues.
• Including IT issues.
• Organize and maintain the executive team's complex calendar, including scheduling and coordinating meetings, calls, and events across multiple time zones.
• Collate all incoming documents.
• Ensure checks / ACHs are deposited timely and backup scans are filed.
• Ensure all vendor invoices are scanned and filed and routed to Finance in a timely manner.
• Maintain detailed Shared Google Drive (or Coda) files for all Administrative functions.
• Serve as the primary point of contact to employees needing to book travel arrangements and managing / enforcing internal expense reimbursement policies.
• Ensure timely submittal of complete and accurate monthly expense reports and ensure that all transactions are properly coded for the General Ledger with proper descriptions.
• Monitor weekly cash collections and Accounts Receivables and prepare reports regarding average DSO.
• Review transactions on credit cards and checking account (weekly), assign appropriate GL codes, provide detailed descriptions / memos for each transaction, and make sure our GL matches the bank balance at all times.
• Take on special projects, conduct research, and assist with initiatives on behalf of the management team.
• Facilitate smooth communication and serve as a bridge between the management team and internal departments, board members, and external partners.   Manage state registrations (business taxes, annual reports, withholding, unemployment insurance, nexus, etc.)   Compensation and Benefits Administration Work with Finance and Management to evaluate the effectiveness of existing variable compensation programs and present recommendations for improvements based on ROI analysis and market trends.
• Handle benefits and retirement plan programs and lead open enrollment sessions for employees.
• Process leave of absence, parental Leave, FMLA, STD, and LTD cases, ensuring FMLA and state law compliance, and offering support.
• Collaborate with brokers to introduce annual benefits plans, compare options and present guidance to management for annual changes.
• Managing filings required by the Affordable Care Act at 50 employees.
• Audit bills to ensure rates match the bills (removing terminations, adding new hires, etc.).
• Manage annual workers ’ compensation and other plan audits.   Recruitment and Onboarding Manage internal HRIS.
• Lead recruiting efforts for all open positions and work with business teams to identify positions that need to be posted.
• This includes conducting initial phone screen interviews.
• Streamline onboarding procedures and facilitate new employee orientations.
• Should we hire into a new state, ensure state registration compliance.   Performance Management / Succession Planning Manage the performance review cycle efficiency.
• Develop structured performance management framework, aligning individual and organizational objectives.
• Lead promotion efforts for all employees.
• Review salary information and craft a career architecture for all roles within the company ensuring market competitiveness, internal equity, and coherent career ladders for employees.   HR General Serves as primary point of contact for employees in HR administrative matters by coordinating with Fractional HR Manager.
• Ensure complete and accurate employee files on a daily basis.
• This includes locating / re-creating historical documents and updating existing files.
• Maintain and update the company handbook, ensuring all policies are accurate with current laws and regulations, and adding policies for compliance.
• Revise and create corporate policies and organizational structure to strengthen company operations and ensure compliance with employment laws (including EEO filing at 50 employees) Conduct thorough employee relations investigations and devise conflict resolution and performance improvement strategies (with the assistance of outside counsel, as necessary).
• Support and coach managers on proper employee separation procedures and serve as resource for separated employees.
• Maintain company policies and procedures and review annually with outside counsel.
• Plan, document, execute, and own an employee training, engagement, wellness, and ongoing development program.
• Develop fun, positive, and collaborative culture-related activities and programs.
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