Operations Assistant

BELAY Solutions; United States; Remote; USD 30,000 - 34,000; Full time

Job summary

BELAY Solutions is seeking a remote Operations Assistant contractor to help build systems that scale. The role focuses on SOP development, CRM hygiene, and vendor management to free leaders for higher-impact work.

The ideal candidate has 3+ years in operations or admin, can operate independently, and demonstrates strong attention to data quality and process discipline. This 1099 role offers hourly pay and monthly invoicing, with U.S. remote eligibility.

Qualifications

• 3+ years of experience in operations, business admin, or similar systems-facing role.
• Strong ownership and ability to document ambiguous processes.
• Experience negotiating with vendors in fast-paced environments.
• Discretion and process discipline in busy environments.

Responsibilities

• Draft clear SOPs for recurring workflows and enforce adherence.
• Maintain CRM and database hygiene with clean, deduplicated data.
• Audit software licenses and vendor spend; identify consolidation opportunities.
• Negotiate terms with vendors and track contracts.

Skills

Ops experience

Process mindset

Vendor negotiation

Data hygiene

Documentation

Tools

HubSpot

Salesforce

Notion

Confluence

Airtable

Job description

We are seeking high-leverage operators who bring structure, consistency, and follow-through to fast-moving businesses. This role is designed for individuals who possess ownership, think in systems, and see the gap between \"how we do things\" and \"how we say we do things\" and close it.

Your Operations Assistant reclaims your capacity to lead, so you can build a business that runs on systems, not stress. This is not a task-based role; it is a performance role.

Role Summary

This remote Operations Assistant contractor role supports business owners and operations leaders through SOP development and enforcement, CRM and database hygiene, software and tool stack audits, and vendor negotiation and management.

Ideal candidates have experience supporting operations, admin, or founder-led teams in fast-paced environments and can operate independently with strong follow-through, discretion, and process discipline.

The Impact

• Operational Clarity: Every process is documented, so nothing lives only in someone's head.


• Data Integrity: CRM and database records reflect reality, so decisions are made on clean information.


• Cost Discipline: Software spend maps to actual use, so nothing quietly drains the budget.


• Vendor Leverage: Every vendor relationship is actively managed, so the business gets the best terms available.

Core Responsibilities

SOP Development & Enforcement: Draft clear, step-by-step Standard Operating Procedures for recurring workflows. Refine existing SOPs as processes change, so documentation never goes stale. Enforce adherence across the team so the SOP is the source of truth, not a suggestion. Flag workflows that lack documentation before they become single points of failure.

CRM & Database Hygiene: Clean, deduplicate, and standardize CRM and database entries. Tag and segment records so the data can actually be used for reporting and outreach. Build light validation habits into intake so bad data stops entering the system, not just gets cleaned up after the fact.

Software & Tool Stack Audits: Audit the software stack to identify unused, underused, or redundant licenses. Track renewal dates and seat counts so nothing auto-renews unnoticed. Recommend consolidation or cancellation opportunities with the cost impact attached.

Vendor Negotiation & Management: Lead negotiations with new and existing vendors on pricing, terms, and contract renewals. Maintain a vendor tracker with contract dates, terms, and key contacts. Benchmark pricing against alternatives so the business never overpays out of inertia.

What a Typical Week May Include

Writing or updating an SOP for a process that just changed, cleaning up a batch of CRM records ahead of a campaign, auditing last month's software invoices for unused seats, and following up with a vendor on renewal terms before a contract auto-renews.

Tools & Technology

Use CRM, database, documentation, and spend-management tools (e.g., HubSpot, Salesforce, Notion, Confluence, Airtable, or similar) to keep processes documented, data clean, and vendor spend visible.

Logistics

• Location: Remote (U.S. only; excluding CA, CO, MT, NJ, NY, PA)


• Classification: 1099 Contractor | $22-$25/hour, depending on experience


• Pay: Monthly pay based on contracted hours; hours not guaranteed

Who You Are

• Proven track record with 3+ years of experience in operations, business administration, or a similar systems-facing role.


• Process-minded partner who takes ownership of workflows without needing detailed instruction.


• Comfortable documenting ambiguous processes, cleaning messy data, and negotiating with vendors in fast-moving environments.


• Maintains high standards for accuracy, organization, and professional communication internally and with outside vendors.


• Proactive executor who prefers accountability over reactive, checklist-based work.

This Role Is Not For You If

• You're looking for a general admin role limited to data entry without broader process ownership.


• You prefer a reactive position that waits for direction instead of flagging gaps before they become problems.


• You rely on constant instruction or detailed step-by-step guidance to manage your workload.


• You want a maintenance-only role that doesn't involve improving SOPs, data quality, or vendor terms over time.

What Success Looks Like

Every recurring process has a clear, current SOP that the team actually follows. CRM and database records are clean, tagged, and trustworthy. Software spend reflects what's actually being used. Vendor contracts are actively managed, with better terms secured over time. Leadership spends less time in the weeds and more time leading.