ITAD Administrative Operations Manager

Role Description

We are looking for a highly organized and systems-driven Administrative Operations Manager to own and improve the administrative infrastructure of a growing IT Asset Disposition (ITAD) organization. This is a manager-level role focused on building and maintaining the systems that keep operations running smoothly. These systems include:

• Client onboarding documentation
• Compliance tracking
• Invoicing workflows
• Freight documentation
• Vendor records
• HR administration

The ideal candidate is highly detail-oriented, proactive, and comfortable taking ownership of administrative systems in a remote environment.

Responsibilities

• Administrative Systems & Process Ownership
  • Own and manage the company’s administrative systems across multiple operational areas.
  • Build and improve workflows that keep administrative processes organized and scalable.
  • Identify gaps or inefficiencies in existing systems and implement better solutions.
  • Maintain clear documentation standards across all administrative functions.
• Client Administration & CRM Management
  • Manage client onboarding documentation and ensure accurate handoff from sales to operations.
  • Maintain organized client records and communication history within the CRM.
  • Ensure all client documentation is complete, accurate, and properly stored.
  • Improve processes related to client documentation and record keeping.
• Compliance & Regulatory Documentation
  • Maintain compliance documentation and track regulatory requirements.
  • Monitor renewal timelines and ensure documentation stays current.
  • Ensure records remain organized and audit-ready.
  • Maintain structured documentation systems for regulatory accountability.
• Accounting & Invoicing Administration
  • Manage the administrative flow of invoices and billing documentation.
  • Maintain records for invoices, purchase orders, and payment tracking.
  • Ensure financial documentation is organized and accurate.
  • Support accounting workflows through clear administrative processes.
• Shipping & Freight Documentation
  • Maintain documentation related to shipments and freight logistics.
  • Track documents such as bills of lading, shipment logs, and carrier records.
  • Ensure logistics documentation remains accurate and accessible.
  • Maintain organized freight and shipping records.
• Vendor Documentation & Records
  • Maintain documentation for downstream vendors and service partners.
  • Track vendor contracts, compliance documents, and insurance records.
  • Ensure vendor files remain organized and audit-ready.
• HR Administrative Support
  • Maintain employee records and HR documentation.
  • Support onboarding and offboarding administrative processes.
  • Track employee documentation including PTO and benefits records.
  • Maintain structured HR administrative systems.

Qualifications

• Experience in administrative operations management, operations coordination, or administrative leadership roles.
• Strong experience organizing and managing operational processes or systems.
• Excellent attention to detail and documentation accuracy.
• Strong written English communication skills.
• High level of digital organization and document management.
• Ability to manage multiple administrative workflows simultaneously.
• Reliable high-speed internet and professional remote work setup.

Ideal Experience & Skills

• Experience in operations-heavy or compliance-focused industries.
• Experience managing documentation systems across multiple departments.
• Familiarity with CRM systems and structured documentation environments.
• Experience supporting finance, logistics, compliance, or HR operations.

What Does a Typical Day Look Like?

An Administrative Operations Manager focuses on maintaining accurate administrative systems and supporting operational workflows. You will:

• Manage client onboarding documentation and CRM records.
• Track compliance and regulatory documentation.
• Maintain invoicing and financial documentation workflows.
• Organize freight and vendor documentation.
• Identify inefficiencies and improve administrative systems.
• Ensure all documentation remains accurate, organized, and scalable.

Key Metrics for Success (KPIs)

• Accuracy and completeness of administrative documentation.
• Zero compliance or documentation errors.
• Timely processing of invoices, communication, and documentation updates.
• Well-organized vendor, freight, and regulatory records.
• Overall health and efficiency of administrative systems.

Interview Process

• Initial Phone Screen
• Video Interview with Pavago Recruiter
• Practical Assessment (Administrative Systems Scenario)
• Client Interview
• Offer & Onboarding