Operations Associate

Observable Space Operations AssociateObservable Space is hiring an Operations Associate to join our growing Business Operations function and bring structure, ownership and follow through to critical business processes across the company. You'll start by building structure around contract administration and expand into operational tracking, documentation, vendor coordination, and broader business operations responsibilities as the company grows.A major initial focus will be contract administration. Without an internal legal or contracts function, agreements ranging from customer contracts and vendor agreements to NDAs require disciplined coordination — preparing and routing documents for review and signature, tracking status and key dates, maintaining accurate records, and knowing when something needs to be escalated. You'll own the administrative process from draft through execution, ensuring agreements move efficiently and accurately at every stage.ResponsibilitiesContract AdministrationOwn the end-to-end coordination of agreements from initial receipt through execution, including routing for review and signature, tracking status, and following up with internal and external partiesPrepare, convert, and format contracts and other business documents to facilitate review and executionMaintain a central contract tracker, including agreements under review or awaiting signature, executed agreements, key dates, renewal terms, and other relevant informationReview agreements against established templates and processes, flagging deviations or non-standard terms for the appropriate business owner or outside counsel to assessMaintain an organized repository of executed agreements and supporting documentationHelp establish and improve contract administration processes, templates, and approval workflows as the company growsProcess & Documentation SupportMaintain key operational trackers and documentation so leadership has an accurate, current view of priorities and outstanding actionsSupport documentation organization and process improvement across company systemsPrepare materials, track action items, and drive follow-up for the COO and VP of OperationsIdentify opportunities to bring greater structure and efficiency to recurring administrative and operational processesVendor & Operational CoordinationCoordinate vendor onboarding and related documentation, compliance, and administrative requirementsSupport company and vendor registrations, certifications, compliance documentation, and renewals, ensuring requirements and deadlines are tracked and completedSupport coordination across Operations, Finance, and other teams to keep operational processes movingProvide ad hoc operational support as priorities shift and take on broader responsibilities as the Business Operations function growsQualifications3+ years experience in business administration, contract administration, executive support, or a similar coordination focused role; exposure to contracts or vendor managementExceptional attention to detail and a high bar for accuracyStrong organizational instincts and the discipline to keep processes, trackers, and documentation current without being askedStrong follow-through and the ability to manage multiple open items without letting things fall through the cracksComfortable operating in ambiguity and good judgment about when to resolve something independently versus escalateProficiency with tools such as DocuSign, Adobe Acrobat, Google Workspace, and Microsoft Office, with comfort learning new tools and systemsComfort using AI and other productivity tools to work efficiently and solve administrative problemsPersonality FitOrganized by nature, not just by job descriptionA clear, proactive communicator who follows up without being chasedResourceful and comfortable figuring things out when there isn't an established processTrustworthy with sensitive informationExcited to grow the scope of a role as the company scales, rather than needing it fully defined on day oneWhy You'll Love It HereHelp build the processes and infrastructure that will support Observable Space as we scaleWhat We OfferCompetitive Compensation – A salary package aligned with industry standards and your experience.Equity Opportunities – Take part in our success with stock options.Flexible Work Environment – Enjoy working from our office or in a hybrid work setup with the flexibility to work remotely part of the week. We require a minimum of 3 days per week in our office to support collaboration and team culture. (LA Office only)Unlimited PTO (exempt only) – Take the time you need with our flexible, trust-based vacation policy, including paid holidays. We encourage everyone to rest, recharge, and take care of themselves.Health & Wellness – Comprehensive medical, dental, and vision coverage with 100% of the premium paid by the employer for employees.Cutting-Edge Tools – Get access to the latest hardware and software you need to do your best work.Mission-Driven Culture – Be part of a team working on meaningful challenges with real-world impact.Inclusive Team – We foster a supportive and diverse workplace where all voices are valued.Observable Space is an equal opportunity employer. We consider all qualified applicants for employment without regard to race, color, religion, sex, pregnancy, sexual orientation, gender identity or expression, national origin, ancestry, age, disability, genetic information, marital status, veteran or military status, or any other characteristic protected by applicable federal, state, or local law.