Operations Associate

ReflexAI, Inc.; San Diego (CA); Hybrid; USD 60,000 - 85,000; Full time

Job summary

ReflexAI, Inc. in San Diego, CA is seeking an Operations Associate to keep daily operations running smoothly across IT, compliance, finance, and people ops. This hands-on role focuses on turning scattered tasks into clean, repeatable processes, sitting at the intersection of multiple operational domains.

You will implement repeatable systems, manage hardware inventory and vendor relationships, and monitor compliance and payment workflows in a fast‑growing startup environment.

Qualifications

• 1–3+ years of experience in operations, IT administration, executive/business support, or a similar generalist role.

Responsibilities

• Contribute to building repeatable processes and systems that help ReflexAI's operations scale systematically.
• Handle hardware and equipment purchasing, setup, shipping, distribution, and repairs for growing team.
• Maintain an accurate, ongoing inventory/asset-tracking process as equipment is added, reassigned, or retired.
• Routinely monitor upcoming compliance deadlines and security commitments, driving alignment across our certification programs (SOC2, HIPAA, HITRUST, ISO27001, ISO42001).
• Routinely track and manage accounts payable/receivable and reinforce timely vendor payments and customer adherence to payment schedules.
• Routinely track vendor spend, flagging notable increases and contracts approaching renewal.

Skills

Organizational skills

Proactive communication

IT administration

SaaS access management

Finance operations exposure

Job description

Operations Associate

Reports to: Chief of Staff

Location: San Diego, CA (Hybrid)

Compensation: $60,000-85,000

About ReflexAI

At ReflexAI, we are building the operating system for conversation performance. We believe that people will always be at the center of high-stakes conversations, and our mission is to ensure they enter those conversations with confidence and deliver an exceptional experience every time. Our platform combines hyper-realistic AI-powered training simulations with intelligent QA to support frontline teams in mission-critical conversations. Our tools work in 25 languages, are endlessly customizable to meet each business's unique needs, and are used by customers ranging from crisis support call centers to healthcare organizations to customer service teams to sales teams negotiating big deals — any organization where empathy, quality, and excellence matter in every interaction.

About the Role

We are looking for an Operations Associate to keep the everyday machinery of ReflexAI running smoothly, across operational functions like hardware inventory, access management, compliance, and financial operations. This is a hands-on, detail-driven role for an organizational wiz who thrives on turning scattered tactical work into clean, repeatable processes. You'll sit at the intersection of IT, compliance, finance, and people ops, and take on a handful of standing operational projects along the way.

What You'll Do

• Contribute to building repeatable processes and systems that help ReflexAI's operations scale systematically
• Handle hardware and equipment purchasing, setup, shipping, distribution, and repairs for growing team
• Maintain an accurate, ongoing inventory/asset-tracking process as equipment is added, reassigned, or retired
• Routinely monitor upcoming compliance deadlines and security commitments, driving alignment across our best-in-class certification programs (SOC2, HIPAA, HITRUST, ISO27001, ISO42001)
• Routinely track and manage accounts payable and receivable and reinforce timely vendor payments and customer adherence to payment schedules
• Routinely track vendor spend, flagging notable increases and contracts approaching renewal
• Support additional operational projects as determined valuable by organizational leadership

What We’re Looking For

• 1–3+ years of experience in operations, IT administration, executive/business support, or a similar generalist role.
• Strong organizational skills and comfort managing many small, concurrent workflows.
• Clear, proactive communication and follow-through.
• Basic comfort with IT/hardware logistics and SaaS access management.
• Some exposure to finance or accounting operations, or strong aptitude to pick it up quickly.
• U.S. citizenship is required. This role supports ReflexAI's U.S. Department of Veterans Affairs contract and requires access to systems for which citizenship is a condition of access.

Nice to Haves

• Experience with expense/card platforms (e.g., SVB, Ramp, Brex) or asset-tracking tools.
• Exposure to compliance frameworks (SOC 2, ISO 27001/42001, HIPAA, GDPR, HITRUST).
• Experience supporting IT security initiatives, like security key rollouts.
• Prior experience in a fast-growing startup environment.

Who You Are

• You're detail-oriented and take pride in nothing falling through the cracks.
• You like turning messy, one-off tasks into clean, repeatable processes.
• You seek ownership, but communicate proactively and collaborate well across teams.

What We Offer

Some of the most rewarding work you will ever do, solving real problems and helping people be the best versions of themselves. We work with organizations around the world to empower their people to optimize every conversation and perform their best when it matters most — healthcare, veteran support, crisis management, emergency dispatch, and mental health.

Work alongside a team that is exceptionally smart and ambitious, but also humble and kind. Generous retirement, equity, healthcare, and PTO policies.

ReflexAI is an equal opportunity employer. We are committed to equal employment opportunity regardless of race/ethnicity, color, ancestry, religion, sex, national origin, sexual orientation, age, marital status, disability, gender, military status, neurodiversity, or any other federal, state or local protected class in the United States.