Operations Assistant

Company: TeamFicient

Location: Remote

Employment Type: Full-Time

Salary Range: TBD

Work Schedule:

• Time Range: Between 7 AM and 7 PM CST
• Working Hours: 9 hours per day (8 working hours + 1-hour break)
• Days Off: TBD (2 days per week)

Why Join Us?

At TeamFicient, our team spans multiple countries and regions, and we stay connected by operating within EST, CST, and PST time zones.

• Work Without Borders: Collaborate daily with experts from around the world. You’ll gain international exposure and experience that goes far beyond your local market.
• Built for Remote: Our setup isn't a "work from home" experiment; it’s a fully remote culture designed for autonomy, flexibility, and trust.
• Diverse Perspectives: You’ll be part of a multicultural team where different backgrounds are our greatest strength.
• Grow Globally: Expand your career on a global stage, learning how business works across different cultures and continents.

About the Role

We are seeking a highly organized and detail-oriented Operations Assistant to support day-to-day business operations, compliance activities, contract administration, invoicing processes, workforce systems, and cross-functional coordination.

This role is designed for someone who can help create structure, maintain operational consistency, support multiple departments, and ensure critical administrative and operational functions are executed effectively.

Core Responsibilities

Operations & Process Improvement

• Assist in identifying, assessing, and resolving operational gaps, risks, and process inefficiencies
• Support the development, documentation, implementation, and maintenance of SOPs and operational workflows
• Help strengthen operational consistency across departments, locations, and projects
• Assist leadership with special projects, strategic initiatives, and operational improvement efforts

Compliance & Contract Administration

• Support compliance activities by maintaining required documentation, certifications, deadlines, reporting requirements, and audit preparation
• Assist with contract administration, document management, compliance tracking, modifications, and performance-related records
• Maintain accurate operational records and ensure documentation remains current and accessible

Financial & Administrative Support

• Assist with invoicing, billing documentation, accounts receivable tracking, and operational reporting
• Coordinate incoming and outgoing correspondence, document routing, and records management
• Monitor office and project supply needs, coordinate procurement requests, and assist with inventory tracking
• Communicate with vendors, partners, and internal stakeholders as needed

Coordination & Operational Support

• Serve as a central point of coordination for internal operational workflows
• Support communication between departments, project managers, field personnel, subcontractors, and leadership teams
• Respond to employee, client, and operational inquiries when managers are unavailable
• Maintain and improve databases, workforce management systems, and operational tracking tools

Candidate Qualifications

Must-Haves

• 3+ years of operations, executive assistant, administrative support, or related experience
• Experience supporting compliance-driven, regulated, government-related, or contract-based environments
• Strong understanding of operational documentation, process management, and administrative workflows
• Experience creating, maintaining, or supporting SOPs, operational documentation, and tracking systems
• Financial literacy with experience supporting invoicing, billing documentation, accounts receivable tracking, or operational reporting
• Strong organizational skills with exceptional attention to detail
• Excellent written and verbal English communication skills
• Ability to work independently while managing multiple priorities and deadlines
• Proficiency with business systems, databases, spreadsheets, and operational tracking tools

Good to Haves

• Experience supporting federal contracts, government programs, or compliance-heavy organizations
• Experience with workforce management systems, project tracking platforms, or operational databases
• Experience coordinating across multiple locations, departments, or business units
• Familiarity with audits, certifications, reporting requirements, or contract compliance processes
• Experience supporting operational improvement initiatives or process documentation projects

Job Type: Full-time

Work Location: Remote