Operations Specialist

Operations Specialist

Position Type: Full Time

Location: Philippines (Remote)

Schedule: 8AM - 5PM MST (shift to 7am-4pm MST after 30 days)

About the Company

Our client is a US-based company specializing in driving profitable growth on Amazon through full-service strategy and execution. They operate as an extension of their clients teams, managing key areas such as advertising, SEO, logistics, and P&L with a strong focus on data-driven decision-making. With a highly collaborative and hands-on approach, the company is committed to delivering sustainable growth and long-term success for its clients.

About the Role

As an Operations Specialist, you will play a critical role in maintaining the efficiency and stability of our client's day-to-day operations. You will be responsible for overseeing systems, tools, and workflows to ensure processes run smoothly, deadlines are met, and nothing falls through the cracks. By managing platforms, improving documentation, and streamlining operations, you will enable the executive team to focus on strategy and client delivery. This role is essential in supporting a well-organized, scalable, and high-performing business environment.

Responsibilities

Project Management & Monday.com Operations

• Manage and update Monday.com boards daily to ensure accurate task tracking and workflow progression (a dedicated Monday.com expert handles board builds and structural changes)
• Maintain the client status board in collaboration with the Brand Manager and Director of Operations
• Coordinate with the Monday.com expert on board structure, tool integrations, and visibility improvements
• Track tool synchronization across platforms (e.g., Sellermate, Sellerboard, My Real Profit, Feedback Whiz)
• Identify inefficiencies in permissions and workflows and coordinate improvements
• Oversee tradeshow planning, tracking, and budget management, leveraging historical financial data

Client Onboarding & Documentation

• Own the end-to-end client onboarding process from contract to launch
• Coordinate contract execution, NDA signatures, and initial client communications
• Manage the client survey process in collaboration with the Director of Operations (questions, timing, distribution, follow-up)
• Plan and organize external client messages in a dedicated folder structure

Team Onboarding, Offboarding & HR Support

• Overhaul the new hire onboarding process: orientation deck, welcome emails, NDA sign-off, setup checklist, and filing
• Send and manage Culture Index assessments for potential hires
• Send offer letters, collect IDs, and create organized employee files (contracts, NDAs, compliance docs)
• Coordinate the SPP portal onboarding for new team members, including identity verification and troubleshooting
• Prepare onboarding materials specific to new Brand Manager hires as the team scales
• Work with the Director of Operations to create a clean remote culture info sheet for embedding into new hire orientation

Access & Permissions Management

• Learn and manage all permissions workflows across SPP, Sellermate, My Real Profit, Sellerboard, Canva, Monday.com, and related platforms
• Maintain a single source of truth for who has access to what, and ensure timely onboarding/offboarding of credentials
• Create email signatures in Canva and distribute with proper setup instructions

Calendar, PTO & Scheduling Management

• Own and manage the company calendar, including events, deadlines, and milestones
• Maintain and report on PTO tracking with regular reporting to leadership
• Consolidate and standardize holiday schedules in coordination with leadership
• Review and consolidate the company holiday schedule, working with the exec team to standardize contract-based holiday time off for Brand Managers

Finance & Reporting Support

• Learn how to navigate Amazon Seller Central to pull monthly KPIs for the finance team, with screenshots filed in the monthly tracking folder
• Learn how to pull commission numbers as a second source of truth for the finance team
• Support mid-month billing proration and tracking as needed

SOP Management & AI Enablement

• Review all existing SOPs from the previous admin and update, improve, or rebuild where needed
• Develop strong proficiency in Claude AI for creating projects, workflows, prompts, and process documentation
• Use AI tools proactively to accelerate work output, not as a crutch for poor writing

Sales & Prospect Support

• Send case studies, follow-up materials, and collateral to prospects as directed by leadership
• Support the sales pipeline by ensuring prospect-facing materials are organized and ready to deploy

Communication & Slack Management

• Get added to and actively manage all relevant Slack channels
• Learn how the team communicates and operates day to day, and enforce consistent communication hygiene across channels

Competencies and Qualifications

Must-Have

• 3+ years of experience in operations, administrative, or executive support roles
• Strong written and verbal English communication skills (C1+ level)
• Experience with Google Workspace (Docs, Sheets, Drive, Calendar)
• Familiarity with project management tools (e.g., Monday.com or similar)
• Proven ability to manage multiple workflows with high accuracy
• Experience working in remote, async team environments (Slack-based communication)
• Track record of building or improving SOPs and operational processes
• Comfortable learning new systems, including Amazon Seller Central basics
• Proficiency in using AI tools (e.g., ChatGPT, Claude) for productivity
• Clear, professional, and error-free written and verbal communication
• Ability to manage tasks, track progress, and ensure deadlines are met
• SOP & Process Improvement: Strong ability to build, refine, and maintain documentation
• End-to-end ownership of onboarding workflows and system
• High level of accuracy across systems, documentation, and execution

Nice-to-Have

• Experience in a marketing agency or Amazon e-commerce environment
• Experience working with US-based companies
• Background in e-commerce or digital operations
• Proficiency in Monday.com or similar platforms
• Amazon Seller Central: Familiarity with KPI tracking and reporting
• Exposure to billing, commissions, and financial tracking
• Experience managing team calendars, PTO, and deadlines
• Strong Slack and email management practices
• Ability to organize and present operational and financial data
• Experience preparing sales materials and supporting pipelines
• Experience in onboarding, offboarding, and employee documentation

How You Will Be Measured

• Accuracy & Timeliness: Tasks, access, and documentation are consistently correct and on time
• System Hygiene: All managed boards and systems are always up to date
• Execution: Deadlines are met and workflows run without gaps
• Communication Quality: Outputs are clear, professional, and error-free
• Ownership: Strong self-management and proactive communication
• Efficiency: High-quality output delivered within reasonable timeframes

What We Offer

• 100% Remote Work
• 13th Month Pay
• Healthcare (HMO)
• Comprehensive Fringe Benefits package
• Paid Service Incentive Leave (SIL)
• Paid Philippines Holidays
• Free Learning and Development Programs

Application Process

We understand that searching for a new job can be challenging, and we're here to support you every step of the way. Our goal is to make the process as transparent and respectful as possible.

Typically, the interview process includes a Recruiter Interview, Client Interview, and Practical Test, but this may vary depending on the role. Throughout each stage, we'll keep you informed and provide feedback as quickly as we can, ensuring you feel valued and supported throughout your journey with us.