Operational Specialist

Swoon; Chicago (IL); On-site; USD 55,000 - 85,000; Full time

Job summary

Swoon is seeking an organized Operations Specialist for the Telecom Division in Chicago. You will coordinate daily operational activities, support onboarding and payroll, and create KPI dashboards to drive performance.

This role requires proactive problem solving, strong data skills, and cross-functional collaboration with HR, Finance, and project teams. The ideal candidate has 2+ years in operations or a related field, and excels at Excel-based reporting, process improvement, and stakeholder

Qualifications

• Associate’s degree or equivalent experience.
• 2+ years of experience in operations, reporting, analytics, staffing, workforce support, or related field.
• Experience interpreting reports and tracking KPIs.
• Advanced proficiency in Microsoft Excel.
• Strong organizational skills and attention to detail.
• Clear, professional communication and the ability to build productive working relationships.
• Ability to manage competing priorities in a fast-paced environment.

Responsibilities

• Guide employee and project team inquiries and coordinate with cross-functional departments.
• Coordinate onboarding, payroll, travel, and policy compliance activities.
• Develop, maintain, and analyze operational dashboards and KPI reports.
• Identify opportunities to improve processes, efficiency, and compliance.
• Support travel bookings and expense management, ensuring policy adherence.

Skills

Analytical thinking

Organizational skills

Communication skills

Time management

Education

Associate’s degree or equivalent experience

Tools

Excel

Job description

Operations Specialist – Telecom Division

Reports to: Director of Operations

About the Role

We’re looking for a highly organized, analytical Operations Specialist to support our Telecom Division. In this role, you’ll coordinate day-to-day operational activities, administer employee travel processes, develop reports and KPI dashboards, and support onboarding and payroll.

You’ll partner with employees, team members assigned to client projects, and internal departments to deliver accurate, timely, and consistent support. The ideal candidate takes ownership, confidently applies company and client policies, and uses data to identify opportunities for improvement.

What You’ll Do

Employee & Operational Support

• Serve as a resource for operational inquiries from employees, project-based team members, and managers.
• Coordinate with Operations, HR, Payroll, Recruiting, Finance, and Sales to resolve issues and keep activities on track.
• Support the Onboarding team with administrative tasks and client-specific requirements.
• Assist Payroll with timecard follow‑up, documentation, and routine inquiries.
• Maintain operational documentation and track action items, deadlines, and departmental initiatives.
• Resolve routine operational issues independently and escal... complex matters appropriately.
• Support special projects and process improvements that enhance efficiency, compliance, and the employee experience.

Travel Administration

• Administer employee travel processes in accordance with company and client policies.
• Provide backup support for travel bookings.
• Serve as the primary contact for travel issue resolution and travel expense administration.
• Review travel expenses for accuracy, completeness, and policy compliance.
• Identify opportunities to streamline travel processes and reduce costs.

Reporting & Analytics

• Compile, analyze, and maintain operational reports, dashboards, and KPIs.
• Monitor trends to identify opportunities to improve efficiency, service levels, and business performance.
• Prepare recurring and ad hoc reports to support operational decisions.
• Develop reporting tools that improve visibility into departmental performance.
• Partner with Operations leadership to evaluate metrics and recommend actionable improvements.

What You’ll Bring

• Associate’s degree or equivalent experience.
• At least two years of experience in operations, reporting, analytics, staffing, workforce support, or a related field.
• Experience interpreting reports and tracking KPIs.
• Advanced proficiency in Microsoft Office, particularly Excel.
• Strong organizational skills and attention to detail.
• Clear, professional communication and the ability to build productive working relationships.
• Sound judgment, accountability, and confidence applying policies consistently.
• The ability to manage competing priorities in a fast‑paced environment.

Preferred Qualifications

• Experience in staffing, workforce solutions, or telecommunications.
• Familiarity with ATS, HRIS, payroll, travel, expense management, or reporting systems.
• Experience creating dashboards and operational reports using Excel or similar tools.

What Success Looks Like

You’ll deliver accurate, timely reporting; keep travel administration running smoothly; provide responsive employee support; and help ensure onboarding and payroll activities are completed accurately. You’ll also identify and implement practical improvements that strengthen operational efficiency and compliance.