Operations & Administrative Specialist

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 workmoving. Coordinate day-to-day operations, projects, deadlines, and outstanding tasks. Systems & Technology Maintain and support company systems, including Zoho, Google Workspace, Ring Central, 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 basicautomation. Recruiting & Employee Support Manage Indeed and Linked In 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, Ring Central, 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.