Operations Associate

Pelagic; Bogotá; Remote; COP 132,899,000 - 208,841,000; Full time

Job summary

Pelagic, a LATAM-based operations collective, seeks an Operations Associate to be the internal engine of the Daily Operations team. You thrive on process, SOPs, and precise data handling, supporting multiple clients with urgency and discipline.

You will build SOPs in Notion, perform data entry in Airtable, Shopify, and Slack, and produce weekly task reports. The role emphasizes internal efficiency, cross-functional support, and scalable process improvements in a fully remote setting.

Qualifications

• 1–3 years of experience in an executive assistant, operations, project coordination, or high-volume admin role.
• Experience supporting senior leadership and managing multiple priorities simultaneously.
• Consulting or professional services experience preferred.
• Advanced proficiency with Google Workspace; experience with Airtable, Notion, Shopify, or Slack is a strong plus.
• Comfort with AI and automation tools.

Responsibilities

• Build, update, and audit SOPs using Notion, Google Drive, and Loom; translate service activities into clear, repeatable documentation.
• Perform accurate data entry and task execution across Airtable, Shopify, and Slack; accuracy and attention to detail are non-negotiable.
• Manage project management systems for task tracking and internal/external reporting.
• Organize and maintain internal knowledge systems for easy access to documentation, resources, and tools.
• Submit weekly reports every Friday summarizing task completion and outstanding follow-ups.
• Support client onboarding processes, prepare materials, track deliverables, and maintain communication logs.
• Manage internal and client communications across channels for timely coordination and documentation.
• Coordinate with vendors and external parties, including relationship management.
• Support budget tracking and expense management.
• Provide executive support: scheduling, meeting prep, agendas, and follow-up actions.
• Triage and organize internal Slack channels and team emails to keep supply chain focus on high-level problems.
• Create internal training materials (videos, documentation) to help teams execute faster and more consistently.
• Regularly audit SOPs for relevance; fix outdated items.
• Generate operational reports, track KPIs, and assist with process improvement analysis.
• Identify broken or inefficient processes and take initiative to resolve.

Skills

Attention to detail

Written communication

Independent work

Time management

Education

Bachelor's degree preferred

Tools

Google Workspace

Airtable

Notion

Shopify

Slack

Job description

Pelagic is a collective of seasoned operational experts and passionate problem solvers with broad, diverse skill sets, earned knowledge, and a nimble, systems-first approach. We empower innovators to navigate complex operational challenges with our proven, sustainable solutions. We thrive on helping founders and leaders avoid the acute pains that we endured while scaling our own fast-growing companies.

Our service is flexible and ranges from ad hoc advisory to end-to-end supply chain management and optimization. Our team guides businesses of any size or stage through launch, rapid growth, and the inevitable operational hurdles that follow. Identifying, analyzing, and solving the 'impossible' is daunting to most, but exhilarating to us - which is why we built Pelagic.

Our mission is to transform the worlds' wildest visions into tangible realities.

Position Overview

We are looking for a highly disciplined Operations Associate to serve as the internal "engine" of our Daily Operations team. This is a role for someone who finds peace in the process. You are the person who loves a clean spreadsheet, a perfectly followed SOP, and a cleared inbox.

While this role is internally facing and task-heavy, it requires the mindset of a high-level Operator. You are someone who loves structure, follows SOPs to the letter, and feels a sense of accomplishment when a complex queue of tasks is cleared. This role is demanding and requires a high sense of urgency, and focused on internal excellence.

Key Responsibilities

Operational Execution & Systems

• Build, update, and audit Standard Operating Procedures (SOPs) using Notion, Google Drive, and Loom — translating what service teams are doing into clear, repeatable documentation
• Perform accurate data entry and task execution across Airtable, Shopify, and Slack; accuracy and attention to detail is non-negotiable
• Manage project management systems for task tracking and internal/external reporting
• Organize and maintain internal knowledge systems to ensure easy access to documentation, resources, and tools
• Submit weekly reports every Friday summarizing task completion and outstanding follow-ups

Client & Project Support

• Support client onboarding processes, prepare materials, track deliverables, and maintain communication logs to ensure milestones are met across multiple engagements
• Manage internal and client communications across multiple channels for timely coordination and documentation
• Coordinate with vendors and external parties, including relationship management
• Support budget tracking and expense management

Executive & Team Support

• Provide executive support to the service teams: scheduling, meeting prep, agendas, and follow-up action items
• Triage and organize internal Slack channels and team emails so the supply chain team can stay focused on high-level problem-solving
• Create internal training materials (videos, documentation) to help the service team execute faster and more consistently

Process Improvement

• Regularly audit existing SOPs for relevance; if something's outdated, you're empowered to fix it
• Generate operational reports, track KPIs, and assist with process improvement analysis
• Identify broken or inefficient processes and take initiative to resolve them — you don't wait to be asked

This Role Is a Great Fit If You…

• Love the doing — you find genuine satisfaction in following a process and getting it right every time
• Have a strong sense of urgency and can juggle priorities across 10+ clients without letting anything stall
• Are a tool enthusiast comfortable with AI (Claude, Gemini, etc.), automation tools, and project management software
• Are an independent problem-solver who follows SOPs but doesn't need to be micromanaged
• Want a stable, long-term role where you can become a true expert in supply chain operations

Qualifications

• 1–3 years of experience in an executive assistant, operations, project coordination, or high-volume admin role
• Experience supporting senior leadership and managing multiple priorities simultaneously
• Consulting or professional services experience preferred
• Advanced proficiency with Google Workspace (required); experience with Airtable, Notion, Shopify, or Slack is a strong plus
• Comfort with AI and automation tools
• Exceptional attention to detail — you're the person who finds the one typo in a 20-page document
• Strong written communication and professional judgment
• Proven ability to work independently and stay productive in a fully remote environment
• Bachelor's degree preferred but not required

Location

Based in LATAM with flexibility to work across PST/EST hours.