Operations Administrative Assistant

Full-Time Operations Administrative Assistant

We are seeking a detail-oriented, tech-savvy Full-Time Operations Administrative Assistant to join our growing outsourced accounting and tax services company. In this role, you will support internal operations through administrative coordination, system organization, client follow-ups, internal audits, and process documentation.

Your focus will be on helping keep company, client, billing, and team information accurate and consistent across platforms while supporting recurring administrative projects and simple client communication. This role is ideal for someone who is highly organized, comfortable learning new software, quick to adapt, and interested in using technology to improve internal processes.

Responsibilities

• Internal Organization & System Audits:
• Review company, client, billing, and team information across internal platforms to help ensure accuracy and consistency.
• Identify outdated, missing, or inconsistent information and flag items that need review.
• Support internal audits of client records, team details, billing-related information, and operational trackers.
• Help maintain clean, organized records across company systems.
• Administrative & Operations Support:
• Maintain internal trackers, lists, templates, and documentation.
• Organize shared documents, folders, and internal resources.
• Support recurring administrative tasks, operational cleanup projects, and internal follow-ups.
• Assist with client onboarding, offboarding, and recurring operations checklists.
• Client Follow-Up & Communication:
• Support simple client follow-ups, such as sharing portal links, confirming basic information, or directing questions to the appropriate team member.
• Track outstanding client administrative items and follow up as needed.
• Draft or send approved client-facing messages for routine administrative requests.
• Escalate client questions or concerns that require additional review.
• Process Documentation & Technology Support:
• Assist with updating internal process documentation, checklists, and team reference materials.
• Help turn recurring questions or processes into clear internal resources.
• Support improvements to internal workflows by identifying gaps, inconsistencies, or opportunities for better organization.
• Learn and work across multiple software platforms to help keep internal systems organized and up to date.

Qualifications

• Education & Experience:
• Prior experience in administrative support, operations support, virtual assistant work, executive support, or a similar role is preferred.
• Experience working in a remote environment is a plus.
• Experience with data entry, records cleanup, internal audits, client follow-up, software systems, or process documentation is helpful.
• Formal education in Business Administration, Operations, Communications, or a related field is a plus, but relevant work experience and strong software skills are most important.
• Skills & Abilities:
• Strong attention to detail and accuracy.
• Excellent organization and follow-through.
• Clear and professional written communication skills.
• Comfortable learning new software quickly and working across multiple platforms.
• Proficient with Microsoft Office Suite and comfortable using tools such as Slack, SharePoint, ClickUp, HubSpot, QuickBooks Online, Anchor, or similar systems.
• Ability to manage recurring tasks, prioritize work effectively, and flag inconsistencies.
• AI knowledge or experience using AI tools to improve organization, documentation, or workflows is a strong plus.
• Personal Attributes:
• Tech-savvy, curious, and quick to learn.
• Reliable, proactive, and highly organized.
• Comfortable asking questions and seeking clarity when needed.
• Able to work independently while staying aligned with team priorities.
• Patient and thorough with administrative cleanup and documentation projects.
• Handles confidential information with care and professionalism.
• Interested in growing within an operations-focused role over time.

Schedule

This is a Full-time remote role, estimated at approximately [36–40 hours per week]. Some availability during standard business hours is preferred for team communication and client follow-up.

Job Types: Full-time, Part-time