Operations Administrator

Portfolia; San Francisco (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. The role involves customer support, contract management, and administrative tasks. Ideal candidates are detail-oriented, organized, and possess strong communication skills. The position offers growth potential in a fast-paced environment, with a salary range of $75k-$100k plus stock options.

Benefits

Liberal Paid Time Off

Stock Options

Qualifications

• 5+ years of experience in high-end administrative management.
• Undergrad degree preferred or commensurate qualifying experience.
• Proficiency in multiple software tools.

Responsibilities

• Manage customer records and contracts using PandaDoc or Docusign.
• Oversee billing and accounts receivable processes.
• Handle member services with a focus on satisfaction.

Skills

Organization

Communication

Problem Solving

Attention to Detail

Teamwork

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; have an exceptional ability to stay organized, manage their time effectively, and juggle several priorities that may change quickly; and finally possess a keen attention to detail. This position requires flexibility and excellent communications skills.

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

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.
• Ability to understand and utilize software systems for effective contract management and reporting.

Billing / Accounts Receivable

• Set up and oversee bank accounts
• Ensure timely management of accounts receivable and reconcile member payments and bank records
• Oversee customer payment processing systems
• Coordinate payments and account distributions with CFO

Member Services

• Timely, ‘white-glove’ handling of all member requests, information changes or concerns through email, on-line chat and telephone.
• Synchronize systems and inbounds to respond thoughtfully to time-sensitive matters
• Feedback and reporting to executive team to ensure member happiness and 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 vendors contracts and renewals.
• Oversee personnel systems and communications.
• Implement new systems and technologies to improve operating efficiency and template internal processes and communications.
• Ensure data organization and document management systems.

Qualifications

• 5+ years of experience in high-end administrative management; Will train on the details of this position.
• Undergrad degree preferred or commensurate qualifying experience.
• Proficiency on Excel, GSuite, Box, Zoom, Slack, Hubspot, Docusign / PandaDoc and a proven ability to ramp quickly to multiple internal tools.
• Absolute attention to detail with both numbers, content and systems.
• Resourceful team player with a positive attitude who can work independently in a fast-paced environment and handle confidential information with discretion.

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

• A quick learner, able to analyze, trouble shoot, and interpret data and develop 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

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