Operations Specialist

Job Description Job Description Company Overview
BelWo is a professional services company specializing in Customer Communications Management (CCM) solutions for enterprises and print service providers globally. We help organizations design, implement, optimize, and support customer communication systems across print and digital channels using platforms such as Quadient, SmartCOMM, OpenText, and Compart.

BelWo works with clients in industries such as financial services, insurance, healthcare, print services, and enterprise communications. As a trusted implementation and execution partner, we help clients modernize communication workflows, improve operational efficiency, and support mission-critical customer communications.

About the Role
BelWo is looking for a proactive, organized, and technology-savvy Operations Specialist to support and help strengthen operations across our growing global team.

This is a hands-on role for someone who enjoys solving problems, organizing information, coordinating across teams, improving processes, and helping leadership execute effectively. The right candidate should be comfortable working in a fast-moving technology services environment where priorities may shift and not everything is already fully structured.

This role is not a traditional administrative assistant position. While scheduling, meeting coordination, travel planning, and executive support will be part of the work, the broader focus is operations, follow-through, reporting, process improvement, and cross-functional coordination.

The ideal candidate takes ownership, communicates proactively, learns quickly, uses technology and AI tools effectively, and can manage tasks independently with limited supervision.

Key Responsibilities
· Support day-to-day operations, executive coordination, and cross-functional follow-ups across BelWo’s global teams.
· Track action items, deadlines, meetings, and operational priorities to ensure work moves forward without constant follow-up.
· Coordinate communication with internal teams, clients, vendors, partners, and leadership.
· Prepare meeting agendas, notes, summaries, reports, presentations, trackers, and operational documentation.
· Conduct research, organize information, and create clear materials for leadership review and decision-making.
· Assist with customer success follow-ups, client meeting preparation, project coordination, and process improvement efforts.
· Use Microsoft Office, AI tools, and productivity platforms to improve efficiency, organize work, and streamline routine tasks.
· Help create reusable templates, checklists, trackers, and simple processes as BelWo grows.
· Maintain professionalism, confidentiality, strong communication, and clear follow-through in all work.
· Perform other operations and coordination responsibilities as needed.

Preferred Backgrounds
Candidates with experience in one or more of the following areas are encouraged to apply:
· Operations coordination
· Executive operations or leadership support
· Project coordination
· Administrative operations with broader business responsibility
· Client success or customer experience
· Technology services or IT consulting
· Business analysis or reporting
· Startup operations or small business operations
· Vendor, partner, or client communication
· Process improvement and workflow organization

Preferred Education
· Bachelor’s degree preferred in Business Administration, Operations Management, Industrial Engineering, Information Systems, Communications, Marketing, or a related field.
· Equivalent professional experience will also be considered.
· Candidates with strong operational, analytical, reporting, or coordination backgrounds are encouraged to apply.

Qualifications
· 3-7 years of relevant professional experience preferred.
· Experience in IT services, consulting, communications technology, client services, operations, or project coordination is a plus.
· Excellent written and verbal English communication skills.
· Strong professionalism and ability to communicate with executives, clients, vendors, and internal teams.
· Strong organizational skills, attention to detail, and follow-through.
· Ability to work independently and manage multiple priorities with limited supervision.
· Strong research, reporting, and data organization skills.
· Proficiency in Microsoft Office Suite, especially Excel, PowerPoint, Word, Outlook, and Teams.
· Comfortable using AI productivity tools such as ChatGPT, Microsoft Copilot, Gemini, Claude, Perplexity, or similar tools.
· Familiarity with CRM, project management, collaboration, or operational platforms is a plus.
· Ability to learn new technologies and business processes quickly.
· Customer experience mindset and ability to communicate with professionalism and clarity.
· Multicultural perspective and ability to work with global teams is a plus.
· Must be authorized to work in the U.S. without current or future employer sponsorship.

Work Arrangement
This role will begin as a 1099 contractor position at approximately 25-30 hours per week. For the right candidate, the role has potential to grow into a full-time W2 position as BelWo expands its North America operations.

This is a hybrid role based in McKinney, TX. Some work may be remote, but the candidate should be able to support in-person meetings or work sessions as needed.

Benefits
· Flexible schedule
· Growth opportunity with a small but expanding North America team
· Exposure to operations, customer success, technology services, and leadership-level projects
· Opportunity to help build structure, processes, and visibility as the company grows

Ideal Candidate Profile
The ideal candidate is someone who:
· Takes ownership without waiting to be chased.
· Communicates clearly and proactively.
· Enjoys organizing information and solving problems.
· Can turn loose instructions into structured next steps.
· Is comfortable wearing multiple hats.
· Learns quickly and is not intimidated by new industries or technologies.
· Uses AI and productivity tools to work smarter.
· Has strong judgment, professionalism, and follow-through.
· Wants to grow with a company and contribute beyond routine administrative tasks.