Operations Support Specialist (pooling)

• Process bi-monthly payroll and manage accurate tracking of PTO and sick time.
• Lead weekly team meetings and coordinate team engagement and staff appreciation initiatives.
• Administer bi-annual performance reviews and manage tracking of team Objectives and Key Results (OKRs).
• Coordinate onboarding for new team members, including internal training and IT provisioning.
• Manage training budgets and assess ongoing team training needs and professional development goals.

• Analyze team time tracking, utilization, and productivity metrics.
• Prepare client time reporting and budgeting analysis.
• Manage client budget changes and team assignment transitions.
• Plan for future hiring needs and support capacity planning for new client onboarding.
• Oversee team scheduling, availability, and time-off monitoring.

• Administer new client onboarding requirements, coordinating personnel and IT needs from contract execution through the first monthly check-in.
• Track client engagement metrics and administer annual client satisfaction surveys.
• Manage recurring Quality Assurance (QA) reviews and maintain SOP standards across the firm.

• Prepare and analyze monthly invoices and manage collections processes.
• Handle new user provisioning and oversee internal IT ticket management.
• Manage cloud platform optimization and internal system “bloat” reduction.
• Maintain ownership of client and team databases within Airtable.
• Support marketing operations by ensuring brand standards are followed and managing the referral program.
• Own internal SOP documentation and lead communication, training, and change management for process updates.

• Bachelor’s degree in Business, Operations, Human Resources, Accounting, or a related field.
• Minimum of 4–6 years of experience in operations management, preferably in professional services, accounting, or consulting environments.
• Experience managing HR administration, payroll processes, and workforce planning.
• Strong organizational and project management skills with attention to detail.
• Comfort working with cloud-based tools (Airtable, time tracking systems, accounting or IT platforms).
• Strong written and verbal communication skills.

• Experience in an accounting, finance, or CFO services firm.
• Familiarity with utilization-based staffing models and client budgeting.
• Experience managing SOPs, QA processes, and operational documentation.
• Background supporting remote or distributed teams.
• Exposure to basic IT administration, systems optimization, or workflow automation.

• Permanent remote work flexibility
• Paid Time Off
• Health Maintenance Organization (HMO) coverage
• Annual performance bonuses
• Dedicated coaches offer an extra channel of support and skill-building
• Opportunities for professional growth

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