Operations Assistant / Operations Coordinator

We are seeking a highly organized, proactive, and detail-oriented Operations Assistant / Operations Coordinator to support day-to-day operations, coordinate projects, and ensure that deadlines, action items, and deliverables are completed on time.
The ideal candidate has extensive experience in operations and project coordination, with some executive assistant experience. This role is primarily focused on operational efficiency, project tracking, task follow-through, and administrative coordination rather than traditional executive assistance. Experience in construction, legal services, or a related professional services industry is a plus. A working understanding of bookkeeping, accounts receivable (AR), and accounts payable (AP) is also preferred.

Key Responsibilities:

• Operations Coordination: Support daily business operations, maintain organized workflows, and help improve operational efficiency.
• Project Management: Coordinate projects, monitor progress, track deliverables, and ensure deadlines are met.
• Task Follow-Through: Maintain action-item lists, follow up with team members, and ensure outstanding tasks are completed on schedule.
• Task Management: Use Pto organize projects, assign and track tasks, monitor deadlines, and maintain project visibility.
• Executive Support: Provide administrative and executive assistance as needed, including scheduling, documentation, and follow-up communications.
• Process Documentation: Maintain SOPs, operational records, project documentation, and internal tracking systems.
• Financial Administration: Assist with basic bookkeeping tasks, invoice tracking, accounts receivable, accounts payable, and payment follow-ups.
• Reporting: Prepare progress updates, task summaries, and operational reports for management.
• Cross-Functional Coordination: Communicate with internal team members and external stakeholders to keep projects and business activities moving forward.

Qualifications

• Extensive experience in operations management, operations coordination, or project coordination.
• Previous executive assistant or administrative support experience.
• Hands-on experience using Asana for project and task management.
• Strong organizational, communication, and follow-through skills.
• Proven ability to manage multiple projects, deadlines, and priorities simultaneously.
• Working knowledge of bookkeeping, accounts receivable, and accounts payable.
• Experience in construction, legal services, or a related industry is highly desirable.
• Proficiency in common business tools, spreadsheets, email , and documentation platforms.
• Ability to work independently, anticipate operational needs, and take initiative in a remote environment.
• Strong attention to detail, accountability, and problem-solving skills.

Ideal Candidate Profile:
The ideal candidate is an operations-focused professional who can take ownership of projects, keep tasks moving, follow up consistently, and help management maintain visibility over business priorities.

We are looking for someone who is proactive, dependable, organized, and execution-oriented—someone who does not simply track tasks but ensures that action items are followed through to completion.

Application Requirements:
Interested candidates should submit:

• Updated resume highlighting operations and project coordination experience.
• Summary of experience using Asana.
• Relevant experience in construction, legal services, or related industries.
• Overview of bookkeeping, AR, and AP responsibilities previously handled.
• Availability, expected compensation, and preferred working arrangement.