Operations Administrator

Portfolia; Alameda (CA); Hybrid; USD 75,000 - 100,000; Full time

Job summary

A leading company in the San Francisco Bay Area is seeking an Operations Administrator to support office and contract operations while providing exceptional customer service. The ideal candidate will thrive in a fast-paced, women-oriented environment and possess strong organizational and communication skills. This full-time position offers a competitive salary and stock options, with remote work flexibility and potential in-office requirements.

Benefits

Liberal Paid Time Off

Stock Options

Qualifications

• 5+ years of experience in high-end administrative management.
• Undergraduate degree preferred or equivalent qualifying experience.

Responsibilities

• Manage customer records and contracts using PandaDoc or Docusign.
• Handle member requests and ensure satisfaction.
• Organize corporate entities and assist with year-end reporting.

Skills

Organization

Communication

Problem Solving

Teamwork

Attention to Detail

Education

Undergraduate Degree

Tools

Excel

GSuite

Hubspot

Docusign/PandaDoc

Zoom

Slack

Box

Job description

Portfolia, located in the San Francisco Bay Area, is seeking an Operations Administrator to maintain its office and contract operations and provide customer support.

We will train a smart, organized, detail-oriented, and experienced self-starter in the Portfolia operations process. You must be a quick learner, adept at systems, and ready to join a fast-paced women-oriented environment with growth potential. The ideal candidate will have 3-5 years of experience in high-level administrative and operations support and the ability to quickly understand new processes and software to support and integrate efficient operations. This position also requires hands-on customer communications and problem-solving.

Successful candidates will bring all or most of the following skills and attributes to this position: a commitment to teamwork; an exceptional ability to stay organized, manage their time effectively, and juggle several priorities that may change quickly; and a keen attention to detail. This position requires flexibility and excellent communication skills.

Location : San Francisco, currently remote with a minimum of one day per week in-office but may become full-time in-office in the future.

Responsibilities

1. Customer Records / Contract Management

• Set up and oversee contracts in PandaDoc or Docusign.
• Ensure all customer records are kept up to date in Hubspot CRM.
• Understand and utilize software systems for effective contract management and reporting.

Billing / Accounts Receivable

• Set up and oversee bank accounts.
• Manage accounts receivable and reconcile member payments and bank records in a timely manner.
• Oversee customer payment processing systems.
• Coordinate payments and account distributions with CFO.

Member Services

• Handle all member requests, information changes, or concerns promptly via email, online chat, and telephone.
• Synchronize systems to respond thoughtfully to time-sensitive matters.
• Provide feedback and reporting to the executive team to ensure member satisfaction.

Corporate Administration

• Organize and manage corporate entities, legal documents, and filings.
• Assist with year-end reporting with the CFO for taxes, filings, and reporting.
• Coordinate vendor contracts and renewals.
• Oversee personnel systems and communications.
• Implement new systems and technologies to improve efficiency and internal processes.
• Ensure proper data organization and document management systems.

Qualifications

• 5+ years of experience in high-end administrative management; training provided on position details.
• Undergraduate degree preferred or equivalent qualifying experience.
• Proficiency in Excel, GSuite, Box, Zoom, Slack, Hubspot, Docusign/PandaDoc, with the ability to ramp up quickly on multiple internal tools.
• Absolute attention to detail with numbers, content, and systems.
• Resourceful team player with a positive attitude, able to work independently in a fast-paced environment, and handle confidential information discreetly.

Excellent written and oral business communication skills, with the ability to interact professionally with colleagues at all levels.

• A quick learner, capable of analyzing, troubleshooting, interpreting data, and developing logical solutions with a bias toward action.

Additional Information

• Full-Time
• Annual salary range $75k-$100k, commensurate with experience, plus stock options
• Liberal Paid Time Off
• Candidates must be authorized to work in the US