Overview
Operations Administrator Jobs in San Francisco Bay Area at Portfolia
Title: Operations Administrator
Company: Portfolia
Location: San Francisco Bay Area
OPERATIONS ADMINISTRATOR
Overview:
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
● Health/Dental/LTD/Life insurance/401K
● Candidates must be authorized to work in the US
